Chapter 4 – Information Technology

Approval is required prior to the expansion, modification, or new construction of any computer room space or site. This policy defines roles and responsibilities for the processing of requests for the expansion, modification, or new construction of any computer room space or site.

The purpose of this Article is to support the Global Warming Solutions Act (AB32), which was passed in 2006 and requires that by 2020 California’s greenhouse gas emissions be reduced to 1990 levels, a roughly 25 percent reduction under business-as-usual estimates. It also supports Government Code 11545(b)(3), which calls for “minimizing overlap, redundancy, and cost in state operations by promoting the efficient and effective use of information technology.” In addition, this Article supports California Department of Technology (CDT) Technology Letter (TL) 12-5 which states that agencies are no longer required to submit an Information Technology (ITInformation Technology) Facilities/Space Construction review form to the CTA for approval before undertaking any computer room construction, expansion, or modification.

For purposes of this policy, the following definitions are used.

• Computer room: any space that houses computer operations. Such computer operations could utilize mainframes, servers, or any computer resource functioning as a server.

• CRUISE: “Customer Requests: Upgraded Information Sharing Environment,” the online system used by agencies to request services from the Department of General Services (DGSDepartment of General Services) Real Estate Services Division.

• Emergency: a sudden, unexpected occurrence that poses a clear and imminent danger, requiring immediate action to prevent or mitigate the loss or impairment of life, health, property, or essential public services.

• Enhancement: a change that increases the capacity of a computer room physical plant, including electrical, cooling, and heat recovery capacities.

• Expansion: an enlargement of a computer room which increases the floor space for additional servers and/or server racks. An expansion may or may not require an enhancement of the site’s electrical, cooling, or heat recovery capacities.

• Information Technology (ITInformation Technology) activities: ITInformation Technology facility preparation, operation, and maintenance.

• Modification: a change to a computer room structure and configuration that does not increase the floor space. A modification may or may not include an enhancement of the site’s electrical, cooling, or heat recovery capacities.

• Site evaluation: evaluation of request for computer room construction at a particular site.

• Third-party energy assessment: an energy assessment performed by an entity outside of the Department, such as a utility company or private vendor.

All requests for computer room construction, expansion, or modification require that a site evaluation be conducted by Enterprise Information Services (EISEnterprise Information Services (formerly Information Services Division)) and approved by the Infrastructure Main Distribution Frame and Intermediate Distribution Frame and Fiber Plant Governance Board.

As the request initiator, Facilities Management Division:

• Prepares an ITInformation Technology Facilities/Space Construction Review form to request construction, expansion, or modification of any computer room space or site.

• Requests that a site evaluation be conducted by EISEnterprise Information Services (formerly Information Services Division) prior to the initiation of a CRUISE request to DGSDepartment of General Services.

• Prepares CRUISE requests and submits them to DGSDepartment of General Services.

EISEnterprise Information Services (formerly Information Services Division) is responsible for the following:

• Completes the site evaluation.

• Obtains the authorized approving signature from the Agency Secretary or official designee.

• Describes and justifies proposed computer room construction, expansion, or modification in CDCRCalifornia Department of Corrections and Rehabilitation’s Agency Consolidation Plan.

• Communicates requests for third-party energy assessments with the program area if required.

Computer room repairs that are required as a result of an emergency do not require prior EISEnterprise Information Services (formerly Information Services Division) approval. Emergency repairs may be completed with concurrent notification to EISEnterprise Information Services (formerly Information Services Division). Emergency expenditures which exceed $25,000 require prior approval from the Department of Finance. Construction or modification of computer rooms at CDCRCalifornia Department of Corrections and Rehabilitation institutions is exempt from this policy. This exemption includes, but is not limited to, modifications and/or construction of computer rooms, telecom rooms, and all related ITInformation Technology support equipment at all adult and juvenile institutions.

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

June 7, 2012.

September 1, 2023.