A. If an IT project
requires Department or ITAC approval, under A.R.S. Title 41, Chapter 23 and
Title 18 Chapter 1, a budget unit shall not commit or spend funds on the
project and shall not enter into a project-specific contract or vendor
agreement until the budget unit receives written Department or ITAC approval or
unless the contract or vendor agreement is contingent upon receipt of such
approval.
1. A budget unit shall submit a PIJ
describing the value to the public and the state for the IT project, consistent
with the approved budget unit IT Plan submitted to the Department under
R2-18-301 . The budget unit shall use the current PIJ template and submit the
completed PIJ to the Department.
2.
If the PIJ is incomplete, the Department shall identify deficiencies and either
request additional information or return the PIJ to the budget unit for
completion and resubmission.
3. The
Department or ITAC shall use the following general criteria to review each
completed PIJ within its authority:
a.
Whether the proposed solution addresses the stated problem or
situation;
b. Whether the budget
unit is competent to carry out the project successfully;
c. Whether sufficient sponsorship and support
by budget unit leadership exists;
d. Whether cost estimates provided are
accurate;
e.
Whether the proposed solution is compatible with
other budget unit solutions;
f.
How likely unintended consequences
are;
g
e. Whether the proposed project aligns with the budget
unit's Strategic IT Plan and
h
f. Whether the proposed
solution complies with statewide IT standards.
4. Based on the review, the Department or
ITAC shall take one of the following actions:
a. Approve,
b. Conditionally approve, or
c. Disapprove.
4
5. The
Department shall inform the budget unit of the review decision in
writing.
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6. If the Department or ITAC conditionally approves
the IT project, it shall identify the conditions the budget unit shall satisfy
to proceed with the project. Unless otherwise stated in the Department's
communication to the budget unit, the budget unit may begin the IT project,
with Department monitoring, while the identified conditions are in the process
of being satisfied by the budget unit.
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7. If the Department or
ITAC disapproves the IT project, the budget unit shall not begin the IT
project, nor commit or spend any funds nor enter into any project- specific
contract or vendor agreement.
7. A budget unit may appeal
GITA's the decision to disapprove an IT project in accordance with Article 4 of
this Chapter.
B.
If an IT project is within the jurisdiction of ITAC,
in accordance with A.R.S. Title 18, Chapter 1, GITA shall process a budget
unit's PIJ and recommend to ITAC approval, conditional approval, or disapproval
of the IT project.
C.
GITA shall determine if an IT project is critical or
major. For critical or major IT projects, GITA shall monitor project
progress.
D
B. If the Department
determines that an IT project is at risk of failing to achieve its intended
results or does not comply with A.R.S. Title 18, Chapter 1, the Department
shall
1. temporarily suspend
the expenditure of monies and related activities for the IT project or
2. recommend to ITAC that
ITAC temporarily suspend the expenditure of monies and related activities for
the IT project.
