DATE: March 27, 2012
TO: All CPOs
FROM: Office of State Finance
SUBJECT: Fiscal Year-2013 Information Technology and Telecommunications Plan
CONTACT: OSF Service Desk at email@example.com or (405) 521-2444
The Information Services Division of the Office of State Finance would like to communicate requirements for the annual Information Technology and Telecommunications Plan.
Please refer to the attached document.
This information will be sent via e-mail to each agency’s Information Technology Director.
The request to purchase any devices must be approved by OSF-ISD prior to the purchase.
Please refer any questions concerning this announcement to the OSF Service Desk at firstname.lastname@example.org
or (405) 521-2444.
INFORMATION TECHNOLOGY AND TELECOMMUNICATIONS PLANS FOR FISCAL YEAR 2013
We would like to remind you that all Fiscal Year (FY) 2013 Information Technology and Telecommunications Plans are due by July 1, 2012. The information is entered online at:
The primary purpose of this e-mail is to remind you of the approaching deadline, which will also provide us with a way to confirm our contact information (email) for your agency. If you receive this email in error please respond with the appropriate personnel information. Please take the time to read this as it may address problems or issues typically encountered. Effective today you will no longer need to notify the helpdesk to obtain access to the application. All user access will be opened for unlimited data entry until at least July 30, 2012.
Please do not delete project information from previous years. This data needs to remain in place. If a project was entered under FY-12 and it was not approved by OSF, you must re-enter it under your FY-13 plan data.
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 the Agency Representative, a box will be presented for Accessibility Compliance Officer. The Default will be the Agency Director. This should be updated when needed.
Agencies should print their current fiscal year report prior to the 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 Service Desk via e-mail (email@example.com) stating the specific year requested.
Maintenance should be considered an operational expense. Ensure all Operational and Project funding is entered for your Agency. NOTE: After July 1, 2012, all agencies will be required to have a plan or approvals will not be processed.
A user's guide is online at the above URL for reference.
Once your FY-13 plan is complete, please select the "Contact Us" option within the application. Include your name, your agency's number (OSF is 090), and the fiscal year in which you are reporting completion. This information will allow us to record your agency as "Plan Completed." We will no longer call you with reminders of the approaching July 1 deadline.
With the passage of House Bill 1304, there is a new section of law to be codified by the Oklahoma Statutes as Section 35.4 of Title 62. This is summarized below:
A. No state agency shall expend or encumber any funds for the purchase, lease, lease-purchase, lease with option to purchase, rental or other procurement of any information technology assets without the prior written approval of the Chief Information Officer.
B. No state agency shall initiate or implement an information technology planned project without the prior written approval of the Chief Information Officer.
Please forward this e-mail to your procurement personnel. They will need to understand the changing requirements (with the IT Telecom application) to better help expedite your requests.
NOTE: You may e-mail the OSF Service Desk (firstname.lastname@example.org) if you are having trouble with your password or need a user added or deleted. Thank you for your assistance.
For more information, visit http://www.ok.gov/cio/documents/ITCPOAnnouncement03272012.pdf