63F-1-205 - Approval of acquisitions of information technology.
63F-1-205. Approval of acquisitions of information technology.
(1) (a) Except as provided in Title 63M, Chapter 1, Part 26, Government ProcurementPrivate Proposal Program, in accordance with Subsection (2), the chief information officer shallapprove the acquisition by an executive branch agency of:
(i) information technology equipment;
(ii) telecommunications equipment;
(iii) software;
(iv) services related to the items listed in Subsections (1)(a)(i) through (iii); and
(v) data acquisition.
(b) The chief information officer may negotiate the purchase, lease, or rental of private orpublic information technology or telecommunication services or facilities in accordance with thissection.
(c) Where practical, efficient, and economically beneficial, the chief information officershall use existing private and public information technology or telecommunication resources.
(2) Before negotiating a purchase, lease, or rental under Subsection (1) for an amountthat exceeds the value established by the chief information officer by rule in accordance withSection 63F-1-206, the chief information officer shall:
(a) conduct an analysis of the needs of executive branch agencies and subscribers ofservices and the ability of the proposed information technology or telecommunications servicesor supplies to meet those needs; and
(b) for purchases, leases, or rentals not covered by an existing statewide contract, providein writing to the chief procurement officer in the Division of Purchasing and General Servicesthat:
(i) the analysis required in Subsection (2)(a) was completed; and
(ii) based on the analysis, the proposed purchase, lease, rental, or master contract ofservices, products, or supplies is practical, efficient, and economically beneficial to the state andthe executive branch agency or subscriber of services.
(3) In approving an acquisition described in Subsections (1) and (2), the chiefinformation officer shall:
(a) establish by administrative rule, in accordance with Section 63F-1-206, standardsunder which an agency must obtain approval from the chief information officer before acquiringthe items listed in Subsections (1) and (2);
(b) for those acquisitions requiring approval, determine whether the acquisition is incompliance with:
(i) the executive branch strategic plan;
(ii) the applicable agency information technology plan;
(iii) the budget for the executive branch agency or department as adopted by theLegislature; and
(iv) Title 63G, Chapter 6, Utah Procurement Code; and
(c) in accordance with Section 63F-1-207, require coordination of acquisitions betweentwo or more executive branch agencies if it is in the best interests of the state.
(4) (a) Each executive branch agency shall provide the chief information officer withcomplete access to all information technology records, documents, and reports:
(i) at the request of the chief information officer; and
(ii) related to the executive branch agency's acquisition of any item listed in Subsection
(1).
(b) Beginning July 1, 2006 and in accordance with administrative rules established by thedepartment under Section 63F-1-206, no new technology projects may be initiated by anexecutive branch agency or the department unless the technology project is described in a formalproject plan and the business case analysis has been approved by the chief information officerand agency head. The project plan and business case analysis required by this Subsection (4)shall be in the form required by the chief information officer, and shall include:
(i) a statement of work to be done and existing work to be modified or displaced;
(ii) total cost of system development and conversion effort, including system analysisand programming costs, establishment of master files, testing, documentation, special equipmentcost and all other costs, including overhead;
(iii) savings or added operating costs that will result after conversion;
(iv) other advantages or reasons that justify the work;
(v) source of funding of the work, including ongoing costs;
(vi) consistency with budget submissions and planning components of budgets; and
(vii) whether the work is within the scope of projects or initiatives envisioned when thecurrent fiscal year budget was approved.
(5) (a) The chief information officer and the Division of Purchasing and GeneralServices shall work cooperatively to establish procedures under which the chief informationofficer shall monitor and approve acquisitions as provided in this section.
(b) The procedures established under this section shall include at least the writtencertification required by Subsection 63G-6-204(8).
Amended by Chapter 352, 2008 General Session
Amended by Chapter 382, 2008 General Session