Technology Services, Administration

Rule R895-10

Standards, Best Practices, and Institutional Knowledge Requirements for Executive Branch Agencies

Notice of Proposed Rule

(Repeal)

DAR File No.: 33104
Filed: 10/27/2009 12:19:39 PM

RULE ANALYSIS

Purpose of the rule or reason for the change:

The IT Council and its responsibilities and authority as defined in Rule R895-10 represents a duplication of duties of other councils formed in the agency, such as the Architecture Review Board and the IT Product Council. It was determined by the Department of Technology Services (DTS) that there is no need for the IT Council, as other councils meet the IT needs of the agencies as defined in Rule R895-10.

Summary of the rule or change:

DTS will repeal Rule R895-10 in its entirety due to a duplication of efforts of the IT Council and other councils formed by DTS.

State statutory or constitutional authorization for this rule:

• Section 63F-1-206

Anticipated cost or savings to:

the state budget:

There is no anticipated cost or savings to the state, as other councils will continue to meet the IT needs of the agencies.

local governments:

There is no anticipated cost or savings to local government, as other councils will continue to meet the IT needs of the agencies.

small businesses:

There is no anticipated cost or savings to small businesses, as other councils will continue to meet the IT needs of the agencies.

persons other than small businesses, businesses, or local governmental entities:

There is no anticipated cost or savings to other persons, as other councils will continue to meet the IT needs of the agencies.

Compliance costs for affected persons:

The repeal will not have any affect, as responsibilities are currently being duplicated.

Comments by the department head on the fiscal impact the rule may have on businesses:

The repeal of this rule will not result in a fiscal impact on businesses.

J. Stephen Fletcher, CIO, Executive Director

The full text of this rule may be inspected, during regular business hours, at the Division of Administrative Rules, or at:

Technology Services
Administration
450 N STATE ST
SALT LAKE CITY, UT 84114

Direct questions regarding this rule to:

• Stephanie Weiss at the above address, by phone at 801-538-3284, by FAX at 801-538-3622, or by Internet E-mail at stweiss@utah.gov

Interested persons may present their views on this rule by submitting written comments to the address above no later than 5:00 p.m. on:

12/15/2009

This rule may become effective on:

12/22/2009

Authorized by:

J Stephen Fletcher, CIO and Executive Director

R895. Technology Services, Administration.

[R895-10. Standards, Best Practices, and Institutional Knowledge Requirements for Executive Branch Agencies.

R895-10-1. Purpose.

The purpose of this rule is to:

(a) Implement the best public policies, standards, best practices, and retention of institutional knowledge within agencies of the State of Utah in the field of information technology by each state entity/organization, and

(b) To enhance the ability of state Executive Branch Agencies to complete each project at lower costs, improved quality, reduced risk, improved security, and in a more timely manner while maximizing uniformity throughout state government.

 

R895-10-2. Authority.

This rule is issued by the Chief Information Officer under the authority of Section 63F-1-206 of the Technology Governance Act, and Section 63-46a-3 of the Utah Rulemaking Act, Utah Code Annotated.

 

R895-10-3. Scope of Application.

(a) All agencies of the executive branch of state government including its administrative sub-units, except the State Board of Education, the Board of Regents, and institutions of higher education, are included within the scope of this rule.

(b) This rule provides requirements for the implementing of standards by state agencies.

 

R895-10-4. Definitions.

(a) "IT Council" means a group of agency personnel, chaired by the CIO or designee, consisting of IT representatives within Executive Branch Agencies.

(b) "Bid Team" means a group chaired by an Information Technology Council representative, consisting of process and industry experts within Executive Branch Agencies. A bid-team may be formed as needed to review current industry directions, standards, processes, and products. The bid team so formed shall also assist in the development of procurement documents and review vendor proposals for compliance to standards.

(c) "Standards Committee" means a standing committee assigned by the state's IT Council for managing the standards process and reporting standards recommendations.

(d) "Standard" means a policy or procedure to be adhered to by all Executive Branch Agencies.

(e) "Best Practice" means the adoption, as identified and adopted by the IT Council, of standards and procedures which exemplify the most effective or efficient methodology within the IT industry, Government, and the State of Utah.

(f) "Institutional Knowledge" means such policies, best practices, standards, industry product information, and other resources made available to all Executive Branch Agencies for use in decision making and identifying agency implementation options.

 

R895-10-5. Information Technology (IT) Council -- Responsibilities and Authorities.

An IT Council shall be established and organized under the authority and direction of the Chief Information Officer (CIO); having the following duties and responsibilities:

(a) Develop and maintain IT operational standards and best practices;

(b) Recommend to the State CIO any IT policies, standards, or processes it believes should be considered by the CIO for implementation as administrative rules;

(c) Identify and review any information technology project that has been included within an agency IT Plan, which utilizes data, programs, or platforms that may be shared beneficially, and have common applicability across Executive Branch Agencies;

(d) Implement a database for tracking standards, best practices, and institutional knowledge;

(e) Establish sub-committees or teams when needed, or in response to an agency request, to direct the development of statewide bids and requests for proposals documents, on its own initiative, or in cooperation with "bid-teams";

(f) Establish a standards and best practices committee or team;

(g) Establish other teams or sub-committees as needed to assist the Council in carrying out its duties and responsibilities as defined under this rule.

 

R895-10-6. Council Membership and Organization.

(a) The CIO or designee shall chair the Council.

(b) The Council shall meet monthly or as determined by the Chair.

(c) The Council shall be composed of the highest ranking IT representatives who have direct operational responsibility for overseeing information technology within their Executive Branch Agency.

 

R895-10-7. Teams and Committees of the Council.

(a) The Bid or RFP review teams shall:

(i) Be chaired by the requesting agency;

(ii) Consist of agency experts and interested parties in the technology area being reviewed and proposed for bid;

(iii) Remain in force until project objectives have been completed and all additions or changes to standards are approved by the Council;

(iv) Meet reasonable timeframe requirements of the requesting agency for issuance and review of procurement bids or requests for proposals.

(b) The standards committee shall have no less than seven, and no more than eleven members.

(i) The members shall serve one-year terms with an option for re-appointment if approved by the Council;

(ii) Bid Teams and Committee recommendations shall be submitted to the IT Council by the team/committee chair.

 

R895-10-8. Rule Compliance Management.

(1) A state executive branch agency's executive director, or designee, upon becoming aware of a violation, shall institute measures designed to enforce this rule. The CIO may, where appropriate, monitor compliance and report to an agency's executive director any findings or violations of this rule.

 

KEY: IT standards council, IT bid committee, technology best practices, repository

Date of Enactment or Last Substantive Amendment: November 8, 2004

Authorizing, and Implemented or Interpreted Law: 63F-1-206; 63-46a-3]