ITS Expansion Project Budget Procedures

Policy Reference

Category	IT  Budget
Approval Date
Approved By	Randy Dickey, Chief Technology Officer
Scope	All personnel involved with the ITS expansion budget
Confidential	No

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Procedure Summary

ITS has defined an Information Technology Governance process to broaden the oversight and communication related to IT projects and initiatives.   The City's annual budget process is a critical step in the identification of IT  related priorities and funding.

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Policy Reference

• List (and link via internal Wiki link tool) to the policy(s) drving this procedure.   Normally, a procedure will only be related to one policy. If not, consider consolidating the Policies OR splitting the procedures.    

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Scope

• A. Coverage
• This procedure applies to any department planning an IT capital or project expansion.    
• B. Assignment
• Use a RACI (Responsible, Accountable, Consulted, Informed)  Chart.   Add rows and columns as needed...the wiki editor makes this fairly simple.   An EXAMPLE is below...make your version to reflect the assignment of roles specific to this procedure

• C. Required Knowledge and Tools
• What information does the person(s) carrying out this procedure need to know?   Ensure specific training needs are listed.

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Triggers

• List the events that initiate this procedure or drive when it should be followed.    

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Procedure

CAPITAL ONLY EXPANSION ITEMS UNDER $5,000

These items should be submitted using the existing Capital Expansion Request Form provided by the Finance Department.   This form should be used for the following items:

1. For expansion or upgrade of hardware and/or software which is already in use within the City.
2. Little to no effort is needed to implement the product (contact ITS if you are not sure)
3. Total cost is not over $5,000
   1. Each Department should submit a consolidated packet of requests electronically.
   2. Please ensure the Department Director reviews/approves the requests prior to submission (electronic indication of approval is fine).
   3. These capital only expansion requests are due to ITS by November __ and should be submitted to Dana Sheppard.

IT PROJECT REQUESTS

IT  Projects will be submitted on the IT  Project Request form.   This form is to be used for any IT  requests that does not meet the criteria above.

IMPORTANT TIP:   Prior to completing a new IT Project Request form - check the FY Project Requests Submitted  which shows the FY20 requests that were not  approved or not recommended to move forward in FY20__.   If your project is already listed you do NOT need to re-submit a request at this time.

1. Departments are encouraged to contact their ITS  Services Coordinator if assistance is required in completing the IT  Project Request form.   ITS Services Coordinators are:   (Insert table)
    
2. Sections 1 and 2 must be completed when your request is submitted.
3. Completed IT  Project Requests forms are due no later than , 20 and should be submitted to your ITS  Services Coordinator.

REVIEW PROCESS

For those of you who may be interested in the proposed governance/review process, please read the IT  Project Request Process for more details.   In summar, the consolidated project requests are combined with the list of existing IT projects (from current and prior years).   These requests are assigned to IT Oversight Committees for review and prioritization.   From there, the requests are further refined until a final list of recommendations for IT projects are submitted to the City's Management Team for review and adoption.

TIMELINE FOR FY- REQUESTS

(insert table)

 

 
 

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Additional Information/Notes

• For anything else you want to communicate that doesn't fit above.    

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Compliance

1. Normally covered in the Policy, but in some cases - specific regulations might be listed here to the extend that the regulation defines a specific "how" you must do something.