No. 27398 (New Rule): R365-10. Standards, Best Practices, and Institutional Knowledge Requirements for Executive Branch Agencies

DAR File No.: 27398
Filed: 09/02/2004, 11:51
Received by: NL

 

RULE ANALYSIS

Purpose of the rule or reason for the change:

This new rule provides processes and structure for implementing standards and best practices for the State of Utah.

 

Summary of the rule or change:

This rule implements an information technology council of agency representatives, a standards committee, and a bid process.

 

State statutory or constitutional authorization for this rule:

Sections 63D-1a-305 and 63-46a-3

 

This rule or change incorporates by reference the following material:

None

 

Anticipated cost or savings to:

the state budget:

No Impact--The implementation of this rule will not require additional resources to implement. Existing resources are already deployed to do this type of work. This rule will streamline existing activities.

 

local governments:

No Impact--Local government is not affected by this rule

 

other persons:

No Impact--This rule is for Executive Branch Agencies only and does not affect people outside of state government.

 

Compliance costs for affected persons:

There are no costs associated with this rule.

 

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

This rule will have a positive net fiscal impact on business by reducing duplication of effort through standards and best practices.

 

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

Governor
Planning and Budget, Chief Information Officer
Room 116 STATE CAPITOL
350 N STATE ST
SALT LAKE CITY UT 84114-1103

 

Direct questions regarding this rule to:

Randy Hughes at the above address, by phone at 801-537-9071, by FAX at 801-538-1547, or by Internet E-mail at [e-mail]

 

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:

11/02/2004

 

This rule may become effective on:

11/03/2004

 

Authorized by:

Val Oveson, Chief Information Officer

 

 

RULE TEXT

R365. Governor, Planning and Budget, Chief Information Officer.

R365-10. Standards, Best Practices, and Institutional Knowledge Requirements for Executive Branch Agencies.

R365-10-1. 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.

 

R365-10-2. Authority.

This rule is issued by the Chief Information Officer under the authority of Section 63D-1a-305 of the Information Technology Act, and Section 63-46a-3 of the Utah Rulemaking Act, Utah Code Annotated.

 

R365-10-3. 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.

 

R365-10-4. 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.

 

R365-10-5. 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.

 

R365-10-6. 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.

 

R365-10-7. 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.

 

R365-10-8. 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

2004

63D-1a-305

63-46a-3