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INFORMATION TECHNOLOGY AND TELECOMMUNICATION ANNUAL PLAN

Overview

  • Per House Bill 2935, passed in the 2006 legislative session, each agency of the executive branch is required to provide an annual Information Technology and Telecommunication plan to the Office of State Finance no later than July 01 of each year.

  • The Information Technology and Telecommunications plan is a browser based application utilizing a fixed template to produce a one-year operating plan.

  • Security features in the application provide access for authorized agency representatives only.

  • Agency representatives as designated by each agency authorize one agency representative to access the template and enter Information Technology plan data; and one agency representative to access the template and enter Telecommunication plan data. These agency representatives may be the same person. Agency representatives have access to their agency's information only.

  • Agencies and divisions of agencies are required to enter project numbers, project names and associated project costs into pre-determined categories.

  • Agency representatives do not have authority to change the template or categories.

  • Agencies can print their plan upon completion. The report will detail the planned cost for each category of a project, the total planned cost for the project, and the total planned cost for the division and agency.

  • Updates to the plan can be made as required throughout the year.

  • Notify the OSF Help Desk via email (helpdesk@osf.ok.gov) upon completion of the initial Information Technology or Telecommunications plan.

  • Notify the OSF Help Desk via email (helpdesk@osf.ok.gov) when agency representatives change with regard to entering plan data.

  • Notify the OSF Help Desk via email (helpdesk@osf.ok.gov) when Information Technology or Telecommunications plan updates are performed during the year.

  • The Information Technology and Telecommunication annual plan is independent of, and does not change the due dates for the budget, hardware inventory, software inventory and telecommunication inventory.

  • The OSF Help Desk is available to answer questions that may not be covered in the training manual. The OSF Help desk can be reached at 405-521-2444 or email (helpdesk@osf.ok.gov).

Definitions

  • Manage Agencies and Divisions Feature

ID - Agency Identification Number (must be 3 digits)

Name - Agency Name

  • Manage Categories Feature

Parent Category - Pre-defined categories which fall under one of the 4 headings (as displayed)

No. - Predetermined number assigned by the Office of State Finance Title - The category name as assigned by the Office of State Finance

Description - Narrative describing the hardware, software, or services; which are included in this category

  • Manage Projects Feature

Division - The named divisions of an agency; not all agencies have divisions

Category - Pre-defined categories; users can not update

Project # - Agency and/or division assigned number; each project must have a unique number

Narrative - Agency and/or division brief description of project

Cost - Agency provided dollar amount for each category included in the project.

Fiscal Year - Drop down menu for applicable fiscal year.

Accessibility Compliance - Drop down menu to indicate compliance with state standards on accessibility of information technology for individuals with disabilities, developed in accordance with Section 34.28 of House Bill 2935.

  • Reports

This feature provides a list of your agency's projects; sorted by Division and Project Number. The report is summarized into overall totals with printing capabilities.

  • Manage Budget (Operations)

A. Information Technology Operations Budget - The planned spend for on-going expenses for labor, utilities, hardware and software maintenance; recurring expenses incurred prior to this plan year.

B. Information Technology Personnel Salaries Budget- The planned spend for on-going expenses for labor and benefits.

C. Information Technology Full Time Equivalents (FTEs).

D. Telecommunications Operations Budget - The planned spend for on-going expenses for labor, utilities, hardware and software maintenance; recurring expenses incurred prior to this plan year.

E. Telecommunication Personnel Salaries Budget - The planned spend for on-going expenses for labor.

F. Telecommunication Full Time Equivalents (FTEs).

  • Manage Users Feature

Login ID - All characters left of the @ symbol of the user's email address, followed by the first three digits of their agency number Email - The agency assigned email address for the user

First and Last Name - As they pertain to the user

Account Type - Drop down menu, each user will be pre-assigned one of three account types for access privileges

Status - Drop down menu, the selected user's status

Agency - Drop down menu, the selected agency's number and name

Divisions - The named divisions of an agency; not all agencies have divisions Existing Logins

Filter By Agency - Drop down menu for agency selection which will filter agency contacts in alpha order

  • Manage Divisions Feature

Division Name - The named divisions of an agency; not all agencies have divisions

  • Account Settings

A. Account Information

Email - The agency assigned email address for the user

First and last name, phone number - As they pertain to the user

B. Application Information

Displays predetermined agency and division information

C. Security Information

Security Questions 1 and 2 - Drop down questions to be answered by the user.

D. Passwords

Old Password - Pre-determined initial password provided for logging into the system

New Password - User selected password