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

A.      If an IT project requires GITA approval, under A.R.S. Title 41, Chapter 23 and Chapter 32, a budget unit shall not commit or spend funds on the project and shall not enter into a project- related contract or vendor agreement until the budget unit receives written GITA 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 GITA under R2-18-301. The budget unit shall use the current PIJ template and submit the completed PIJ to GITA.

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

3.        GITA shall use the following general criteria to review each completed PIJ and approve, conditionally approve, or disapprove the proposed IT project:

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 bud- get unit leadership exists;

d.        Whether cost estimates provided are accurate;

e.         Whether the proposed solution is compatible with other budget unit solutions;

f.         How likely unintended consequences are;

g.        Whether the proposed project plan is reasonable; and

h.        Whether the proposed solution complies with state- wide IT standards.

4.        GITA shall inform the budget unit CEO of its review decision in writing.

5.        If GITA conditionally approves the IT project, it shall identify the conditions that the budget unit shall satisfy to proceed with the project. Unless otherwise stated in GITA’s communication to the budget unit CEO, the bud- get unit may begin the IT project, with GITA monitoring, while the identified conditions are in the process of being satisfied by the budget unit.

6.        If GITA disapproves the IT project, the budget unit shall not begin the IT project and shall not enter into any project-related contract or vendor agreement.

7.        A budget unit may appeal GITA’s decision to disapprove an IT project in accordance with Article 4 of this Chapter.

B.       If an IT project is within the jurisdiction of ITAC, in accor- dance with A.R.S. Title 41, Chapter 32, GITA shall process a budget unit’s PIJ and recommend to ITAC approval, condi- tional approval, or disapproval of the IT project.

C.      GITA shall determine if an IT project is critical or major. For critical or major IT projects, GITA shall monitor project progress.

D.      If GITA determines that an IT project is at risk of failing to achieve its intended results or does not comply with A.R.S. Title 41, Chapter 32, GITA shall:

1.        Temporarily suspend the expenditure of monies for the IT project, or,

2.        Recommend to ITAC that ITAC temporarily suspend the expenditure of monies for the IT project.

Historical Note

Adopted effective July 9, 1998 (Supp. 98-2). Amended by final rulemaking at 10 A.A.R. 4449, effective Decem- ber 4, 2004 (04-4).