Ariz. Admin. Code § 2-18-201

Current through Register Vol. 30, No. 43, October 25, 2024

Section R2-18-201 - Information Technology Project Justification and Monitoring

A. If an IT project requires Department or ITAC approval, under A.R.S. Title 41, Chapter 23 and Title 18 Chapter 1, a budget unit shall not commit or spend funds on the project and shall not enter into a project-specific contract or vendor agreement until the budget unit receives written Department or ITAC approval or unless the contract or vendor agreement is contingent upon receipt of such approval.

1. A budget unit shall submit a PIJ describing the value to the public and the state for the IT project, consistent with the approved budget unit IT Plan submitted to the Department under R2-18-301. The budget unit shall use the current PIJ template and submit the completed PIJ to the Department.

2. If the PIJ is incomplete, the Department shall identify deficiencies and either request additional information or return the PIJ to the budget unit for completion and resubmission.

3. The Department or ITAC shall use the following general criteria to review each completed PIJ within its authority:

a. Whether the proposed solution addresses the stated problem or situation;

b. Whether the budget unit is competent to carry out the project successfully;

c. Whether sufficient sponsorship and support by budget unit leadership exists;

d. Whether cost estimates provided are accurate;

e. Whether the proposed project aligns with the budget unit's Strategic IT Plan and

f. Whether the proposed solution complies with statewide IT standards.

4. Based on the review, the Department or ITAC shall take one of the following actions:

a. Approve,

b. Conditionally approve, or

c. Disapprove.

5. The Department shall inform the budget unit of the review decision in writing.

6. If the Department or ITAC conditionally approves the IT project, it shall identify the conditions the budget unit shall satisfy to proceed with the project. Unless otherwise stated in the Department's communication to the budget unit, the budget unit may begin the IT project, with Department monitoring, while the identified conditions are in the process of being satisfied by the budget unit.

7. If the Department or ITAC disapproves the IT project, the budget unit shall not begin the IT project, nor commit or spend any funds nor enter into any project- specific contract or vendor agreement.

B. If the Department determines that an IT project is at risk of failing to achieve its intended results or does not comply with A.R.S. Title 18, Chapter 1, the Department shall

temporarily suspend the expenditure of monies and related activities for the IT project or

recommend to ITAC that ITAC temporarily suspend the expenditure of monies and related activities for the IT project.

C. Any temporary suspension under subsection (B) shall only be lifted by the Department or ITAC, as applicable, once the cause for the suspension has been adequately rectified as determined in the sole discretion of the Department or ITAC.

Ariz. Admin. Code § R2-18-201

Adopted effective July 9, 1998 (Supp. 98-2). Amended by final rulemaking at 10 A.A.R. 4449, effective December 4, 2004 (04-4). Amended by final rulemaking at 25 A.A.R. 1133, effective 6/7/2019.