Statewide Information Management Manual (SIMM)

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— Templates, Forms, and Transmittal Letters: documents can be modified and saved to your local drive(s.)
— Instructions: documents are unmodifiable, but can be printed.

Required Use

The Statewide Information Management Manual (SIMM) Sections 10 through 90 contain instructions, forms and templates that State agencies must use to comply with Information Technology (IT) policy. If there are questions about any of this material, please contact the Office of Technology Review, Oversight, and Security (OTROS) Manager at Finance who is assigned to your agency.

Schedules and Reporting Requirements

• 05 Reporting Schedules
  • A Required IT Reports and Activities (.pdf, 46k)
  • B Operational Recovery Plan Quarterly Reporting Schedule

• 10 Introduction to IT Project Reporting (.pdf, 86k)
  • A Document Description and Process Flow (.pdf, 20k)

• 15 Departmental Delegated Cost Thresholds

Instructions and Transmittals

• 20 Feasibility Study Report Preparation Instructions (FSR) (.pdf, 440k)
  • A FSR Executive Approval Transmittal (.doc, 819k)
  • B Project Summary Package (.doc, 167k)
  • C Economic Analysis Workbook (EAW) Package (.pdf, 615k)
    • EAW Worksheets (.xls, 110k)
    • EAW Worksheets — Extended (.xls, 196k)
    • Sample Worksheets (.xls, 110k)
    • Sample Worksheets — Extended (.xls, 197k)
• 30 Special Project Report (SPR) Preparation Instructions (.pdf, 224k)
  • A SPR Executive Approval Transmittal (.doc, 820k)
  • B Project Summary Package (.doc, 167k)
  • C EAW Package (.pdf, 615k)
    • EAW Worksheets (.xls, 110k)
    • EAW Worksheets — Extended (.xls, 196k)
    • Sample Worksheets (.xls, 110k)
    • Sample Worksheets — Extended (.xls, 197k)
• 40 FSR — Reporting Exemption Request (RER) Preparation Instructions (.pdf, 23k)
  • A FSR-RER Executive Approval Transmittal — Form (.doc, 823k)
  • B FSR-RER Request — Form (.doc, 41k)
• 45 Information Technology Project Oversight Framework (.pdf, 368k)
  • Appendix A Project Management Practices and Processes (.doc, 78k)
  • Appendix B Project Management Capability Assessment Checklists (.doc, 148k)
  • Appendix C Categories and Examples of IT Project Risk (.doc, 43k)
  • Appendix D Project Risk List (.doc, 37k)
  • Appendix E Project Risk Management Form (.doc, 35k)
  • Appendix F Project Oversight Checklists (.doc, 152k)
  • Appendix G Project Oversight Report (.doc, 159k)
    • Independent Project Oversight Report — Instructions (.pdf, 33k)
  • Appendix H Definitions and Terms (.doc, 56k)
• 50 Instructions for Completing the Post Implementation Evaluation Report (PIER) (.pdf, 81k)
  • A PIER Transmittal Letter for Non-Delegated Projects (.doc, 26k)
  • B PIER Transmittal Letter for Delegated Projects (.doc, 26k)
  • C PIER Cost Worksheets (.xls, 66k)
• 55 Information Management Cost Report (.pdf, 91k)
  • A Information Management Cost Report Transmittal (.doc, 25k)
  • B InformationManagement Cost Worksheets (.xls, 39k)
• 60 Agency Information Management Strategy (AIMS)
  • A AIMS Transmittal Letter (.doc, 25k)
  • B AIMS Annual Certification Letter (.doc, 25k)
• 65 Information Security
  • A Operational Recovery Documentation for Agencies Preparation Instructions
  • B Agency Information Security Incident Notification and Reporting Instructions
  • C Agency Information Security Incident Report

Certifications

• 70 IT Security Certifications
  • A Agency Designation Letter
  • B Agency Operational Recovery Plan Certification
  • C Agency Risk Management and Privacy Program Compliance Certification
  • D Agency Operational Recovery Plan Transmittal Letter
• 80 California Software Management Policy Annual Statement of Compliance (.doc, 26k)

Guidelines (Optional Use)

SIMM Sections 110 through 200 contain guidelines, models, forms and templates that State agencies will find useful in the management of their IT programs. Use of any of these guidelines is not mandatory, but agencies are encouraged to make use of them if they need help or guidance in a particular area. If there are questions about any of this material, please contact the OTROS Manager at Finance who is assigned to your agency.

• 110 AIMS Documentation Guidelines (.pdf, 69k)
• 120 Software Management Plan Guidelines (.pdf, 130k)
• 145 Information Security Risk Assessment Checklist (.doc, 131k)
• 150 Statewide Internet Security – Model Policy (.pdf, 11k)
• 160 Maintenance & Operations Plan Guidelines (.pdf, 117k)
• 200 Project Management Methodology
  • 0.0 Project Management Methodology Cover (.pdf, 73k)
  • 1.0 Project Management Overview
    • 1.1 Introduction (.pdf, 74k)
    • 1.2 Concept (.pdf, 151k)
    • 1.3 What is a Project? (.pdf, 138k)
    • 1.4 Roles and Responsibility (.pdf, 370k)  
  • 2.0 Project Concept and Definitions
    • 2.1 Introduction (.pdf, 156k)
    • 2.2 Project Statement (.pdf, 322k)  
  • 3.0 Project Management Planning
    • 3.1 Introduction (.pdf, 115k)
    • 3.2 The Planning Process and Project Plan (.pdf, 200k)
    • 3.3 Activity Definition and Sequencing (.pdf, 229k)
    • 3.4 Development of a Project Schedule (.pdf, 206k)
    • 3.5 Budgeting (.pdf, 301k)
    • 3.6 Resource Planning (.pdf, 200k)
    • 3.7 Quality Planning (.pdf, 132k)
    • 3.8 Configuration Planning (.pdf, 280k)
    • 3.9 Top Level Requirements Specification (.pdf, 167k)
    • 3.10 Risk Management Plan (.pdf, 317k)
    • 3.11 Project Plan Format (.pdf, 389k)  
  • 4.0 Project Start-Up
    • 4.1 Introduction (.pdf, 84k)
    • 4.2 Baseline Plan (.pdf, 116k)
    • 4.3 Resource Commitment (.pdf, 141k)
    • 4.4 Starting Project Database (.pdf, 107k)
    • 4.5 Kick-Off Meeting (.pdf, 97k)
    • 4.6 Start-Up Check List (.pdf, 380k)  
  • 5.0 Project Execution – PM Elements
    • 5.1 Introduction (.pdf, 188k)
    • 5.2 Tracking & Monitoring Project Performance (.pdf, 757k)
    • 5.3 Project Reviewing (.pdf, 245k)
    • 5.4 Risk Monitoring Mitigation (.pdf, 338k)
    • 5.5 Change and Issue Management (.pdf, 298k)
    • 5.6 Corrective Actions (.pdf, 139k)
    • 5.7 Approval Process (.pdf, 156k)  
  • 6.0 Project Close-Out
    • 6.1 Introduction (.pdf, 76k)
    • 6.2 Celebration of Success (.pdf, 131k)
    • 6.3 Post Implementation Evaluation Report & Lessons Learned (.pdf, 129k)
    • 6.4 Archiving (.pdf, 94k)  
  • 7.0 Appendices
    • 7.1 Glossary (.pdf, 375k)
    • 7.2 Templates and Sample Forms
      • 7.2.1 Project Management Plan Template, Form PM-01 (.doc, 185k)
      • 7.2.2 Project Statement Form, Form PM-02 (.doc, 76k)
      • 7.2.3 Project Estimate Summary Worksheet, Form PM-04 (.doc, 194k)
      • 7.2.4 Risk Management Worksheet, Form PM-05 (.doc, 78k)
      • 7.2.5 Project Start-Up Checklist Format, Form PM-06 (.doc, 128k)
      • 7.2.6 Executive Status Report, Form PM-07 (.doc, 37k)
      • 7.2.7 Status Report Form, Form PM-08 (.doc, 103k)
      • 7.2.8 Change Management Form, Form PM-09 (.doc, 53k)
      • 7.2.9 Issue Resolution Form, Form PM-10 (.doc, 47k)
    • 7.3 Best Practices
      • 7.3.1 Employment Development Department, Example of a Project Charter (.doc, 41k)
    • 7.4 Resource and Reference List
      • 7.4.1 Project Management Organizations (.pdf, 149k)
      • 7.4.2 Books, Publications & Periodicals (.pdf, 543k)