Oklahoma Office of State Finance, Information Technology & Telecommunications Plan Reporting Online User Manual

Back to top ↑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 1 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.

The Information Technology and Telecommunications Plan Reporting application is located at:
http://www.ok.gov/osf/itt_reporting

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.

Please be certain to include your projects in your plan for each fiscal year. For instance, if a project begins in FY-12 your plan (within the projects section of the application) would have the anticipated expenditures for FY-12. Then in FY-13, assuming there is an optional renewal, the plan (within projects) would include the cost for this fiscal year. In the past there has been some confusion about where the project optional renewals would be located, either in the projects or operations budget. For consistency, please place this in the projects section.

When logging in as an Agency representative or Administrator, a box will be presented for Accessibility Compliance Officer. The default will be the Agency Director. This should be updated and made current.

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.

Agencies should print current fiscal year report prior to end of reporting period. All old data will be Archived at the start of each new Fiscal Year. If reports are required for previous years, please Notify the OSF Help Desk Via Email (helpdesk@osf.ok.gov) requesting specific year requested.

Ensure all Operational and Project funding is entered for the Agency as OSF tracks both spend Requests.

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@www.ok.gov).

Back to top ↑Login

For security purposes, the system implements user authentication which requires users to login with a Login ID and Password. Based on the user type, the system will automatically load functionality associated with the respective user.

User Types

There are three types of users each with varying levels of access to system functionality

1. Agency/Division Representative:

   View/Edit privileges for user’s assigned agency. Depending on individual access requirements, user can add projects, view/print reports and enter IT and/or Telecom Operations Budget amounts.

2. Agency Director:

   View-Only access for user’s assigned agency.** User can view/print reports for their agency ONLY.

3. Admin:

   Access to all functions. Usernames and initial passwords are assigned by the Admin user. Admin rights are only available to OSF.

   **Some Agency Directors will also have View/Edit access depentheding on their business need.

SPECIAL NOTES

• Login IDs and Passwords are case sensitive.
• Login IDs will follow the following format: all characters in front of the “@” sign on user’s email address + 3-digit Agency number.
  • For example, if user’s email address is john.doe@osf.ok.gov (the user’s agency is OSF, which is agency number 090) then John Doe’s Login ID will be john.doe090.
• System functionality will automatically load based on user type Login Instructions: Navigate to http://www.ok.gov/osf/itt_reporting Click on the “Log In” link on the left navigation area .

Login Instructions:

1. Navigate to http://www.ok.gov/osf/itt_reporting
2. Click on the “Log In” link on the left navigation area.
3. Enter your Login ID and Password: The user’s initial password is “welcome”.  User will be required to change this password upon their first login.
4. Click “Log In” button.
   • User will be directed to the “Account Settings” page where they will need to verify/update their contact information, answer two security questions and setup a new password.  User will also see their Agency and any Divisions (if applicable) that they are assigned to.
5. Click “Save” button.
   • User will receive a message that states “* Account Information Updated.”
6. On the About page, the Accessibility Compliance Representative Information must be provided or verified. If no information is present, the user must enter the Accessibility Compliance Representative's First Name, Last Name, Email, and Phone Number and then click the “Save” button. If the information is pre-populated, the user must click the “Continue” button to verify that the information is correct. If the information is not correct, the user may make the appropriate changes and then click the “Continue” button. Please note that at any time the Accessibility Compliance Representative Information may be updated, by modifying the information and clicking the “Update” button.

The user can now navigate to any of the links on the left navigation area. These areas are:

Manage Projects
User can add new projects, edit existing projects, or delete existing projects.

Reports
User can produce a summarized report of all projects, or filter the report to show specific project(s).

Manage Divisions
User can add, edit or delete** Divisions within their Agency.  Many agencies do not have divisions.  Divisions are not required to enter a project.

Manage Budget
User can see both the Information Technology and Telecom Operations Budget amounts.  User may be able to edit these fields depending on security access permissions.

Account Setting
User can update their contact information, and change their password.

About
User can view the Overview and Definitions for the IT & Telecom Reporting application.

Contact Us
User can view the contact phone numbers and email address of the OSF Help Desk.

Logout
User can log out of the application.

State of Oklahoma
User will be directed to the official Web site for the State of Oklahoma.

 

**Special rules apply.  See following sections for details

Back to top ↑Manage Projects

To Add a NEW project (a project that doesn’t already exist in the project list on this screen)

• Choose the Division that the project is attached to from the drop-down list at the top of the screen. Many agencies do not have divisions. Divisions are not required to enter a project.
• Add a Category.
  • Enter a Cost associated with each Category that applies to your project, including applicable salaries.
• Enter the Project # - Project # should follow the format: 2008001 where ‘2008’ is the year, and ‘001’ is the first project. Project #’s should be incremented as follows: 2008001, 2008002, 2008003, etc.
• Enter a Project Narrative that describes the project .
• Select Applicable Fiscal Year.
• Select whether or not compliant with State Standards on Accessibility.
• Select whether or not the Compliance Representative approved this project.
• Click "Save".

You will now see your saved project in the project list.

The project list is sorted by Division, then by Project #, then by Category.

There is a Category Report (to the right of the Category list) that user can click on to display the categories and descriptions.

To Edit an EXISTING project (a project that already exists in the project list on this screen)

• Locate the project that you want to update and click “Edit” (far-right of screen).
• The project’s information will populate at the top of the screen.
• Edit the field(s) that you want for this project.
• If adding a Category, enter a Cost for it.
• Select whether or not the Accountability Compliance Officer approved.
• When finished, click “Save”.

User will be able to view their updated project information in the project list.

To Delete a project

• Locate the project that you want to delete in the project list.
• Click the “Delete” link to the right of the project.
• User will receive a warning message to confirm the delete.
• User clicks “OK”, project is deleted.
• User clicks “Cancel”, project is not deleted.

User can export a list of their Agency’s projects by clicking the “Download CSV” link at the top-right of the page.  When clicking the link, the user can choose to save the file to their computer, or open the file immediately.

Back to top ↑Reports

When the user clicks on the “Reports” link on the left navigation, they are directed to its appropriate screen.

On the Reports screen are links to available reports. If the user clicks “Project Review”, they will see all of their Agency’s projects.

This report has totals, can be filtered using the drop-down lists at the top of the screen, and can be printed by choosing the “Print” link at the top-right of the screen.

Back to top ↑Manage Divisions

When the user clicks on the “Manage Divisions” link on the left navigation, they are directed to its appropriate screen.

To Add a New Division

• Add the new Division Number in the ‘Division Number” text box.
• Add the new Division Name in the 'Division Name' text box.
• Click 'Save' to save your changes.
• Many agencies do not have divisions.  Divisions are not required to enter a project.
• If you will be entering projects for the new division, you must attach that division to your profile (see Account Settings section).

To Modify an Existing Division

• Select the 'Edit' link on the Division you wish to edit.
• Make changes to the Division.
• Click 'Save' to save your changes.

To Delete an Existing Division

• Click 'Delete' on the Division you wish to remove.
  • Note:  Divisions that are currently attached to projects on the “Manage Projects” screen cannot be deleted.  These types of Divisions will have the ‘Delete’ link disabled.
• User will receive a warning message asking for confirmation of delete.
• Select 'OK' on the confirmation window to delete the Division.

Back to top ↑Manage budget

When the user clicks on the “Reports” link on the left navigation, they are directed to its appropriate screen.

Depending on security permissions, the user will be able to edit one or both of these categories:

• Information Technology Operations Budget.
• Information Technology Personnel Salaries Budget.
• Telecommunication Operations Budget.
• Telecommunication Personnel Salaries Budget.
  
  • Enter the Operations Budget amounts for one or both of these categories.
  • Click ‘Save’.

1. 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.
   
2. Information Technology Personnel Salaries Budget - Planned spend for on-going expenses for Labor and Benefits.
   
3. Information Technology Full Time Equivalents (FTEs).
   
4. Telecommunication Operations Budget – The planned spend for on-going expenses for labor, utilities, hardware and software maintenance; recurring expenses incurred prior to this plan year.
   
5. Telecommunication Personnel Salaries Budget - Planned spend for on-going expenses for Labor.
   
6. Telecommunication Full Time Equivalents (FTEs).

Back to top ↑Account Settings

When the user clicks on ‘Account Settings’, they are directed to the appropriate screen where they can update their contact information, Divisions (if applicable) and reset their password.

• Enter any necessary changes.
• If you will be entering projects for any Division that is not highlighted blue in the Divisions list, you must attach that division to your profile by holding down the 'ctrl' key and click on the Division with your mouse.
• Click ‘Save’ to apply your updates.
• Warning: You will not be able to add projects for the new Division if you bypass this step.

Back to top ↑About

When the user clicks the ‘About’ link, they are directed to the detailed Overview and Definitions for the IT & Telecommunications Reporting application.

Back to top ↑Contact Us

When the user clicks the ‘Contact Us’ link, they are directed to the telephone numbers and email address for the OSF Help Desk.

Back to top ↑Log Out

When the user clicks on the ‘Log Out’ link, they are logged out of the application and directed to the IT & Telecommunications Plan Reporting application home page.

Back to top ↑State of Oklahoma

When the user clicks on the ‘STATE OF OKLAHOMA’ link, they are directed to the Official Web site for the State of Oklahoma.