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1.0 TITLE: Project Approval
1.1 EFFECTIVE DATE: October 26, 2000
REVISED:
October 28, 2004
1.2 TYPE OF ACTION: Update
2.0 PURPOSE: To establish a policy for the approval of projects that include the use of information systems or communications technology.
3.0 ORGANIZATIONS AFFECTED: All Branches, Boards, Commissions, Departments, Divisions, and Agencies of state government, hereafter referred to as entities.
4.0 REFERENCES:
4.1 K.S.A. 1998 Supp. 75-7203 authorizes the ITEC to: Adopt information resource policies and procedures and provide direction and coordination for the application of the state's information technology resources for all state entities.
5.0 DEFINITIONS/BACKGROUND:
5.1 Information technology project - means a project for a major computer, telecommunications or other information technology improvement with an estimated cumulative cost of $250,000 or more and has proposed expenditures for: (1) new or replacement equipment or software; (2) upgrade improvements to existing equipment and any computer systems, programs or software upgrades therefore; or (3) data or consulting or other professional services for such a project.
5.2 ITEC – Refers to the Information Technology Executive Council, duties defined in K.S.A. 1998 Supp. 75-7202, 75-7203.
5.3 CITO – Refers to the Executive, Legislative or Judicial Chief Information Technology Officer, duties defined in K. S. A. 1998 Supp. 75-7205, 751-7206, 75-7207.
6.0 POLICY:
6.1 Prior approval must be obtained to start a project. Approval to proceed on a project shall be granted after (a.) satisfactory completion of any previous phases and (b.) review and approval of all required documentation by the branch CITO.
6.2 All IT projects with a cumulative cost of $250,000 or more must have CITO and entity head approval prior to letting of specifications. Branch CITOs should review and approve, in writing, all specifications for IT projects $250,000 or greater.
6.3 Required documentation to be submitted for project approval can be accessed through the
following weblink:
http://da.ks.gov/kito/ITProposedPlans.htm
7.0 PROCEDURES:
7.1. A project approval must be obtained for each project with a total cost of $250,000 or more that has an information technology component. Information technology covers computer and communications systems and associated software, business and services systems software used internally or externally, office systems and network services, Internet/intranet based systems providing information, services, or electronic commerce services internal to state government or externally to other governments or the public. A copy of each approved project along with all supporting documentation will be submitted to Legislative Research and to the Joint Committee on Information Technology.
7.2 Project approval requests will include the information content and the formats where specified in 6.3.
8.0 RESPONSIBILITIES:
8.1 Heads of entities are responsible for establishing procedures for their organization's compliance with the requirements of this policy.
8.2 The Chief Information Technology Officer, Executive Branch, is responsible for the maintenance of this policy.
9.0 CANCELLATION: Previous versions
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