Project approvals

Here's the more detailed version of the project approval process that's full of resources to help you along your way.

1. Business analysis

   SIMM19A templates for completing business analysis

   • Download Project Reportability Assessment instructions (SIMM 19A.1) and template (SIMM 19A.2).
   • Determine whether effort is an IT Project.  Proceed if effort is an IT Project.
   • Download Stage 1 Business Analysis instructions (SIMM 19A.1) and template (SIMM 19A.3).
   • Complete business analysis using SIMM19A templates.

   Proposal approval and publication

   • Approval begins, using SIMM19G.1.
     • Departmental approvals - always needed.
     • Agency approvals - needed for departments reporting to an Agency.
       • Agency listings.
   • Submit your proposal by email.
   • When proposal meets approval criteria:
     • Agency Information Officer (AIO) provides approval for departments reporting to an Agency.
     • Project Approval and Oversight (PAO) provides approval for departments that do not report to an Agency.
   • You're assigned a Project Approval & Oversight (PAO) manager.
     • Have questions before submission?
     • Visit SIMM15, for a list of departmental PAO managers. 
   • If applicable, contact AIO to add project to Agency State Entity Portfolio Report (SIMM 19A.5)
   • PAO publishes Stage 1 approval.

   Additional resources

   • SIMM 17 California Project Management Framework
     • Project Management Plans in Stage 1
       • Project Charter
       • Project Organization Chart
   • SIMM 19A.1 Preparation Instructions for Stage 1 (including Project Reportability Assessment instructions)
   • SIMM 19A.2 Project Reportability Assessment Template
   • SIMM 19A.3 Stage 1 Business Analysis Template
   • SIMM 19A.5 Agency State Entity Portfolio Report
   • SIMM 19G.1 Project Approval Executive Transmittal
   • SIMM 45A Project Management Risk Assessment Template
   • SIMM 45B Project Management Risk Assessment Instructions
   • SIMM 45C Complexity Assessment Template
   • SIMM 45D Complexity Assessment Instructions

2. Alternatives analysis

   SIMM19B templates for completing alternatives analysis

   • Download instructions and templates, from SIMM19B.
   • Department does their market research, a Request for Information (RFI), financial and competitive analysis, and justification using SIMM19B templates.
     • Narrow down and determine the three best viable options.
   • Department chooses the best option.

   Alternative analysis approval and publication

   • Approval begins, using SIMM19G.
     • Departmental approval - always needed.
     • Agency approval - only needed if the department is under an agency.
       • Agency listings.
   • Submit your proposal by email.
   • PAO provides approval.
   • PAO publishes Stage 2 approval.

   For examples on Alternative analysis, visit our PAL IT Project Tracking Report to review any of our current projects.

   Additional resources

   • SIMM 17 California Project Management Framework
     • Project Management Plans in Stage 2
       • Project Charter (signed)
       • Scope Management Plan
       • Communication Management Plan
       • Schedule Management Plan
       • Procurement Management Plan
       • Requirements Management Plan
       • Stakeholder Management Plan
       • Governance Plan
       • Contract Management Plan
       • Resource Management Plan
       • Change Control Management Plan
       • Risk & Issue Management Plan
       • Risk & Issue Log/Register
       • Cost Management Plan
       • Project Roadmap/High Level Schedule
       • Financial Analysis Workbook (FAW)
   • SIMM 19B.1 Stage 2 Alternatives Analysis Instructions
   • SIMM 19B.2 Stage 2 Alternatives Analysis Template
   • SIMM 19B.3 Mid-level Solution Requirements Template
   • SIMM 19B.4 Procurement Assessment Form Instructions
   • SIMM 19B.5 Procurement Assessment Form
   • SIMM 19F.1 Financial Analysis Workbook (FAW) Instructions
   • SIMM 19F.2 Financial Analysis Workbook (FAW) Template
   • SIMM 19G.1 Project Approval Executive Transmittal
   • SIMM 45A Project Management Risk Assessment Template
   • SIMM 45B Project Management Risk Assessment Instructions
   • SIMM 45C Complexity Assessment Template
   • SIMM 45D Complexity Assessment Instructions
   • SIMM 5305A Security Categorization Impact Table
   • SIMM 5305F Generative Artificial Intelligence Risk Assessment
     • State of California GenAI Guidelines for Public Sector Procurement, Uses and Training
   • SIMM 5310C Privacy Threshold & Impact Assessment
   • SIMM 5315B Cloud Security Standard
     • California Cloud Services Assessment (CCSA)
   • CDT Market Research Guide
   • SAM 1200 State Contracting Manual – GC 19130

3. Solution analysis

   In stage three you'll specify business level requirements, develop the procurement documents, and assemble the solicitation package.

   SIMM19C templates for completing solution analysis

   • Download instructions and templates, from SIMM19C.
   • Produce solicitation package with STP.
     • This includes specifications, exhibits, etc.

   Solution analysis approval and publication

   • Approval begins, using SIMM19G.1.
     • Departmental approval - always needed.
     • Agency approval - only needed if the department is under an agency.
       • Agency listings.
   • Submit your proposal by email.
   • PAO provides approval.
   • State Technology Procurement (STP) releases the approved solicitation package.
     • Has vendor instructions.
     • Key action dates.
   • PAO publishes Stage 3 approval.

   Additional resources

   • SIMM 17 California Project Management Framework
     • Project Management Plans in Stage 3
       • Latest iteration of all Project Management Plans in Stage 2
       • Project & Procurement Roadmap
       • Project Management Plan
       • Quality Management Plan
       • Testing Management Plan
       • Security Management Plan
       • Data Management Plan
       • Training Plan
       • Organizational Change Management (OCM) Plan
   • SIMM 19B.4 Procurement Assessment Form Instructions
   • SIMM 19B.5 Procurement Assessment Form (additional information required since Stage 2)
   • SIMM 19C.1 Stage 3 Solution Analysis Instructions
   • SIMM 19C.2 Stage 3 Solution Analysis Template
   • SIMM 19C.3 Stage 3 Solution Requirements Template
   • SIMM 19G.1 Project Approval Executive Transmittal

4. Project readiness and approval

   SIMM19D templates for completing final assessment and approval

   • Download instructions and templates, from SIMM19D.
   • Evaluations and negotiations:
     • Done with STP, the department, and vendor.
     • STP oversees the negotiations.

   Project readiness and approval

   • Approval begins, using SIMM19G.
     • Departmental approval - always needed.
     • Agency approval - only needed if the department is under an agency.
       • Agency listings.
   • Submit your proposal by email.
   • PAO provides approval.
   • Vendor signs the contract.
   • PAO publishes Stage 4 approval.
   • CDT begins oversight.
   • Launch your project!

   Additional resources

   • Project Management Plans in Stage 4
     • Latest iteration of all Project Management Plans in Stage 2/3
     • Project & Procurement Roadmap
     • Implementation Management Plan
     • Requirements (scope baseline for project)
     • Planning/Project Schedule (schedule baseline for project)
     • Financial Analysis Workbook (FAW) (cost baseline for project)
     • Configuration Management Plan
     • Training Plan
     • Maintenance & Operations Transition Management Plan
   • SIMM 19D.1 Stage 4 Project Readiness and Approval Instructions
   • SIMM 19D.2 Stage 4 Project Readiness and Approval Template
   • SIMM 19B.4 Procurement Assessment Form Instructions
   • SIMM 19B.5 Procurement Assessment Form (additional information required since Stage 3)
   • SIMM 19G.1 Project Approval Executive Transmittal

Request project delegation

At any time during the PAL process, you can request Project Delegation. Your Department Director/AIO may or may not be granted oversight control of your project. There are advantages and disadvantages to delegation, discuss with your PAO Manager for more information.

Check out SAM 4819.36 to 4819.39 and SIMM19E for more information.