ITEC Policy 4010 - Kansas Information Technology Architecture Compliance Requirements

1.0 TITLE: Kansas Information Technology Architecture Compliance Requirements

1.1 EFFECTIVE DATE: October 19, 1999

Revised: October 26, 2006

1.2 TYPE OF ACTION: Update

2.0 PURPOSE: To define the requirements for compliance with Kansas Information Technology Architecture for all information technology initiatives and acquisitions.

3.0 ORGANIZATIONS AFFECTED: All Branches, Boards, Commissions, Departments, Divisions, and agencies of state government, hereafter referred to as Entities.

4.0 REFERENCES:

4.1 K.S.A. 1998 Supp. 75-7203 authorizes the ITEC to: Adopt information resource policies and procedures and provide direction and coordination for the application of the state's information technology resources for all state entities.

5.0 DEFINITIONS: The following definitions are applied throughout this policy and procedure memorandum.

5.1 Information Technology is an inclusive term to address the services and functions commonly associated with information systems and telecommunications.

5.2 Information technology project means a project for a major computer, telecommunications or other information technology improvement with an estimated cumulative cost of $250,000 or more and includes any such project that has proposed expenditures for: (1) new or replacement equipment or software; (2) upgrade improvements to existing equipment and any computer systems, programs or software upgrades thereof; or (3) data or consulting or other professional services for such a project.

5.3 Cumulative costs means the total expenditures, from all sources, for any information technology projects by one or more state entities to meet project objectives from project start to project completion, or the date and time the project is terminated if it is not completed.

5.4 Kansas Information Technology Architecture (KITA) describes the current information systems infrastructure that supports the applications used by the state. Its purpose is to guide the development of the information systems infrastructure and establish consistency across the state.

5.5 ITEC - Information Technology Executive Council, duties defined in K.S.A. 1998 Supp. 75-7202, 75-7203.

5.6 CITO - Chief Information Technology Officer, duties defined in K.S.A. 1998 Supp. 75-7205, 75-7206, 75-7207.

5.7 CITA - Chief Information Technology Architect, duties defined in K.S.A. 1998 Supp. 75-7204, 75-7206, 75-7208. Chairs the Kansas Technical Architecture Review Board.

5.8 KTARB - Kansas Technical Architecture Review Board, responsible for reviewing architecture waivers, extensions and deviations from the approved architecture adopted by ITEC. Responsibilities defined in ITEC Policy 4000R1 and ITEC Policy 4020R1.

6.0 POLICY:

6.1 All information technology initiatives and acquisitions will comply with the Kansas Information Technology Architecture. For information technology projects with total cumulative cost greater than $250,000, project plan documents will include an Architectural Statement for review by the Chief Information Technology Officer of the appropriate branch and the CITA. For information technology initiatives and acquisitions with a total cumulative cost less than $250,000, agencies are required to notify the appropriate branch CITO and the CITA only when the proposed initiative or acquisition does not comply with the Technical Architecture.

6.2 Preferred compliance with the KITA is assured when: (A) an item is selected for purchase from a state contract listed in the KITA under the heading of “Target Architecture”; (B) an item is included in a general category listed under the heading “Target Architecture" in the KITA; (C) when the item conforms to a technical standard listed under the headings "Target Architecture" in the KITA.

6.3 Compliance with the KITA is assured when: (A) an item is selected for purchase from a state contract listed in the KITA; (B) an item is included in a general category listed under the heading "Current Standard" or "Emerging Standard" in the KITA; (C) when the item conforms to a technical standard listed under the headings "Current Standard" or "Emerging Standard" in the KITA.

6.4 Compliance with the KITA is problematic when an item conforms to a technical standard or is included in a general category under the heading "Twilight Standard" in the KITA. Agencies should be prepared to provide justification for new acquisitions or initiatives that are proposed under this heading.

6.5 All state contracts for information technology products must conform to the KITA.

6.6 CITO project approval implies architectural compliance.

7.0 PROCEDURES:

7.1 Agency Project Architectural Statements included with Project Plans for projects with cumulative cost greater than $250.000 for CITO review are to contain a description of the technology categories included in the project and an indication of the selected technical architecture elements to be employed. Information technology items lacking coverage in the technical architecture, covered by a "Twilight Standard", or not compliant with the technical architecture should be specifically noted in the Architectural Statement. The Kansas Technical Architecture Review Board (KTARB) will be responsible for the definition of the structure for the Project Architectural Statement.

7.2 For information technology items included in a category or standard under the heading "Twilight Standard," agencies may request a waiver of technical architecture compliance in this instance for their project. Justifications should note cost, local technology conformance benefits, or other significant advantages of their proposed approach. The request should be made to the appropriate branch CITO.

7.3 For information technology items that are not compliant with the architecture, agencies may request that the KITA be modified and that their selection be established as an acceptable statewide standard as defined in ITEC Policy 4020 r1; or, they may request a waiver of KITA compliance in this instance for their project. The request should be made to the appropriate branch CITO.

7.4 Branch Chief Information Technology Officers will forward agency requests for waivers, changes and extensions to the technical architecture to the Chief Information Technology Architect for further review and action.

7.5 The Kansas Information Technology Office will assist agencies in reviewing information technology initiatives and acquisitions to determine KITA compliance and coverage.

7.6 The Chief Information Technology Architect (CITA) will refer waivers and requests to the appropriate subcommittee of the Kansas Technical Architecture Review Board and based on the ITEC delegated authority the CITA will approve deviations and notify the appropriate CITO in writing of the approval/denial. The CITA will report deviations quarterly to ITEC and JCIT.

7.7 During the agency submittals of the annual 3 year IT Management and Budget plans to the CITA office, the agency will clarify any changes to a system or infrastructure that has moved parts of that environment from one standard to another (i.e., from Twilight to Target).

8.0 RESPONSIBILITIES:

8.1 Heads of entities will establish procedures for their organization's compliance with the requirements of this policy.

8.2 The Chief Information Technology Officer, Executive Branch, is responsible for the maintenance of this policy.

9.0 CANCELLATION: Replaces ITEC Policy #4010 titled, "Kansas Information Technology Architecture Compliance Requirements."