12. Data processing planning

OKDHS:2-41-12. Data processing planning

Revised 6-15-08

(a) The Oklahoma Department of Human Services (OKDHS) data processing planning is carried out at the division level and projected, tracked, approved, and controlled through the OKDHS Strategic Plan and the Long Range Data Processing Systems Plan (Plan) per Section 41.5e of Title 62 of the Oklahoma Statute (62 O.S. 41.5e). The Plan is a requirement of all state agencies that utilize or plan to utilize data processing equipment or software. As part of the budget request process each year and in accordance with 62 O.S. 41.5e, OKDHS is required to develop a data processing planning document that covers three fiscal years beginning with the first fiscal year of the budget request. The Plan is submitted to the Office of State Finance (OSF) no later than October 1 each year. The Data Services Division (DSD) director is responsible to ensure that each OKDHS division is provided technical assistance in planning and budgeting for data processing activities and that the Plan is submitted timely. The cost estimates for all projects reported for the budget request year must balance to the OKDHS budget request.

(b) The Plan includes:

(1) information regarding the OKDHS mission, governance, duties, and responsibilities;
(2) an overview of each division's purpose and status reports for each on-going data processing project;
(3) detailed information regarding costs for:

(A) salaries and benefits;
(B) contracted services;
(C) hardware;
(D) hardware maintenance;
(E) software;
(F) software maintenance;
(G) miscellaneous expenses by year for the budget work program of the base year;
(H) on-going systems maintenance and development costs for the budget request year; and
(I) future development plans for two additional years. The order of the budget information is:

(i) an overall summary for OKDHS; and
(ii) a summary for each division that includes each project within the division with priority of request noted. Information for each project includes:

(I) the cost information;
(II) a systems narrative that describes the need addressed by the project; and
(III) the types of data processing expenditures requested to complete the project.

(c) During the OKDHS annual budget request cycle, the DSD Customer Relations staff:

(1) provides technical assistance to each division to:

(A) plan for future data processing needs;
(B) determine appropriate staffing, contract services, hardware, software, or both, and other items necessary to meet those needs;
(C) develop project descriptions and time frames; and
(D) estimate project costs. Before a project that is not funded within the requesting division's budget base is included in the data processing plan, Form OSF BR-40B, Justification for Operations Funding Changes, is submitted to the OKDHS Finance Division for inclusion in the OKDHS budget request.

(d) The OKDHS Finance Division comptroller assigned to DSD:

(1) prepares the final Plan for submission by:

(A) compiling each division's information into the format required by OSF;
(B) developing the division summaries; and
(C) preparing the OKDHS summary; and

(2) ensures the plan balances to the OKDHS budget request approved by the OKDHS Commission for Human Services.

(e) OKDHS is prohibited by law from entering into any agreement for acquisition, development, or enhancement of data processing hardware or software unless the need has been included in the OKDHS Plan.

(f) Revisions to the current fiscal year Plan are made by the steps listed in (1) - (6) of this subsection.

(1) The division contacts the DSD Customer Relations Services staff assigned to that division for assistance in development of a project proposal.
(2) A project proposal is developed that includes all information listed in (b) of this Section.
(3) The project proposal is reviewed and approved by the DSD director or designee.
(4) The funding for the project is reviewed and approved by the OKDHS chief financial officer or designee.
(5) The assigned comptroller prepares and submits the revision to the Finance Division Budget Unit.
(6) Upon notice of approval by OSF, the division proceeds with purchasing activities related to the project.

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