Chapter 4 – Information Technology

The Department shall require competitive acquisition of EDPElectronic Data Processing (see IT) goods and services in accordance with applicable provisions of the SAMState Administrative Manual, the PCCPublic Contract Code, the GCGovernment Code, and the LCLabor Code.

This section describes the departmental requirements for procurement and contract of EDPElectronic Data Processing (see IT) goods and services.

EDPElectronic Data Processing (see IT) is referred to as information technology, encompassing all computerized and auxiliary automated information handling including systems analysis and design, conversion of data, computer programming, information storage and retrieval, voice/video aspects, requisite system controls, data communications, simulation, and all related interactions between people and machines.

Contract Services Section

• The Department’s Contract Services Section (CSS) shall supervise EDPElectronic Data Processing (see IT) contracts entered into by CDC in a manner that:

  • Conserves the financial interests of the Department and the State.

  • Prevents, so far as possible, any thriftless acts by employees of CDC.

  • Avoids unnecessary expenditures.

BSS

• The BSS is responsible for the preparation of purchase documents for all EDPElectronic Data Processing (see IT) equipment and data-related items for use in CDC headquarters or by the P&CSDParole & Community Services Division (see DAPO). As directed by the Department, the BSS is responsible also for the procurement of EDPElectronic Data Processing (see IT) equipment by specific facilities.

  • BSS shall ensure that all requests submitted for purchase are complete and the necessary documentation is included, such as certifications or FSRs.

  • BSS is the departmental contact with the DGSDepartment of General Services, Office of Procurement, for all EDPElectronic Data Processing (see IT) procurements processed for CDC headquarters and P&CSDParole & Community Services Division (see DAPO), as well as for specified facility procurements.

• P&CDPlanning and Construction Division (see FPCM) The P&CDPlanning and Construction Division (see FPCM) is responsible for procurement of EDPElectronic Data Processing (see IT) equipment for new prison construction projects.

DGSDepartment of General Services

• The DGSDepartment of General Services is the State agency that exercises supervision over EDPElectronic Data Processing (see IT) contracts entered into by all other State agencies.

• The DOFDepartment Of Finance and DGSDepartment of General Services have general powers of supervision over matters concerning the financial and business policies of the State, and they are empowered to institute investigations and procedures deemed proper in the best interests of the State.

• While most types of contracts are reviewed and approved by the Legal Services Division of DGSDepartment of General Services, EDPElectronic Data Processing (see IT) contracts are reviewed and approved by the DGSDepartment of General Services, EDPElectronic Data Processing (see IT) Acquisitions Unit. This unit reviews contracts to ensure that the best interests of the State are preserved, that State agencies comply with applicable laws, rules, and regulations, and that expenditures are made as wisely and economically as possible given the needs of agencies.

Before a contract or purchase order for a new EDPElectronic Data Processing (see IT) project can be let for the purchase of goods and services, the program concept and any needed equipment and services shall be evaluated by the Department’s MISManagement Information Systems Committee. Also, the program concept and any equipment/services shall be contained in the Department’s Information Management Annual Plan (IMAPInformation Management Annual Plan) filed with DOFDepartment Of Finance (see DOMDepartment Operations Manual 43010, Information Management Planning, for additional information). If accepted for incorporation in the IMAPInformation Management Annual Plan, a feasibility study is conducted to thoroughly evaluate the concept and analyze the cost/benefits. The completed FSRFeasibility Study Reports shall be approved at all appropriate levels of Department management, and by the Director.

The FSRFeasibility Study Reports shall then be forwarded to the DOFDepartment Of Finance, Office of Information Technology (OITOffice of Information Technology) for review and approval, unless the project is delegated to the Department (refer to DOMDepartment Operations Manual 43020, FSRFeasibility Study Reports Policy, for additional information). If approved, a budget concept paper may be prepared or a BCPBudget Change Proposal initiated for review and approval by top management of the Department and DOFDepartment Of Finance. Approval of the Legislature and the Governor also may be required through the budget enactment process. If the project is authorized, the drafting of contracts shall be initiated.

Certain EDPElectronic Data Processing (see IT) purchase orders and contracts must be accompanied by a “Certification of Compliance with Policies Pursuant to SAMState Administrative Manual 4819.39 and 4832,” as specified in SAMState Administrative Manual 4819.39 and 4832. Procurements not requiring such certification are:

• Procurements for less than $10,000;

• Procurements limited to only maintenance services;

• Procurements in support of previously approved efforts (see SAMState Administrative Manual 4819.38);

• Procurements of services to conduct a feasibility study provided the services are limited to supporting or conducting the feasibility study and/or preparing the FSRFeasibility Study Reports; or

• Procurements of/for excluded activities as described in SAMState Administrative Manual 4819.32.

The certification attests that the program or function for which the purchase documents are being processed has been approved by the DOFDepartment Of Finance. SAMState Administrative Manual 4832 provides a sample of the certification affidavit.

In order to comply with the certification requirement, all EDPElectronic Data Processing (see IT) contracts and purchase orders not included by the above criteria shall be forwarded to headquarters. Additionally, every amendment to such EDPElectronic Data Processing (see IT) contracts or interagency agreements shall include a certification affidavit.

Certifications for microcomputers, peripheral equipment and software shall be prepared by MISManagement Information Systems-SU. Certification for all other EDPElectronic Data Processing (see IT) equipment shall be prepared by the ISDInformation Services Division (see EIS). The certification shall contain a statement signed by the Director, or designee affirming that the equipment is in compliance with SAMState Administrative Manual-requirements concerning information technology. In CDC, the Director has delegated approval authority to the Deputy Director, ASDSee Division of Administrative Services (DAS) (see ASB), and the Assistant Director, OOCOffice Of Compliance (see OACC). Adherence to this certification requirement adds approximately two weeks to the routing process within CDC headquarters.

The Assistant Secretary, EISEnterprise Information Services (formerly Information Services Division), or designee shall be responsible for ensuring that the contents of this Article are kept current and accurate.

SAMState Administrative Manual §§ 4800, 4819.39, and 4832.

DOMDepartment Operations Manual §§ 43010 and 43020.