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IT Procurement and IT Project Approval

Policy Name: IT Procurement and IT Project Approval Creation Date/Revisions: 08-31-06

Purpose:

Defines the policy governing the District of Columbia Chief Technology Officer’s (CTO) approval authority for IT procurements.

Scope of Authority:

This policy applies to any IT procurement:

  • with a total lifetime cost of $25,000 or more
  • proposed by an Agency under the authority of the Mayor

“IT Procurement” includes:

  • software, hardware, services, and data acquisitions
  • configuration and deployment of hardware, software, and data
  • infrastructure development and deployment
  • software development and related services
  • operating and maintenance services for hardware, software, and data
  • consulting and analytic services performed to define and prepare for IT projects of all types
  • projects encompassing some or all of the above.

Types of technology in the IT category include telecommunications, geospatial and other imaging products, as well as video and audio that are integrated or intended to integrate with applications or be broadcast as a networked service.

Source of Authority

OCTO’s interest in reviewing all IT procurements by Office of the Chief  Financial Officer (OCFO) is in keeping with the Office of Chief Technology Officer Establishment Act (“OCTO Act”), effective March 26, 1999 (DC Law 12-175; DC Official Code §1-1401 et seq. (2001)), which gives OCTO broad authority to regulate “the acquisition, use and management of information technology and telecommunications systems throughout the District government”.  DC Official Code §1-1403(1) (2005 Supp.). With respect to procurement of IT systems, OCTO is authorized by its Act to review all IT procurements and “recommend approval or disapproval to the Chief Procurement Officer.” DC Official Code §1-1403(2) (2005 Supp.).

Policy

All IT projects within the Scope of Authority defined above must be approved by the District of Columbia CTO before money can be spent. The requesting Agency is responsible for preparing and presenting to the CTO a request for approval and required documents, and for ensuring that related requisitions are submitted in accordance with the approval requirement. OCTO is responsible for defining the approval procedure, setting the approval standards, coordinating the approval process and responding to Agency requests and inquiries related to approval actions and related requisitions. The Contracting Officer (OCP) is responsible for ensuring that requisitions be approved and Purchase Orders and contracts issued only after the required CTO approval is obtained.

Roles and Responsibilities

DC Government IT Project Managers

  • All District Government IT Project Managers must adhere to the policy above.

DC Government Agencies

  • Each agency is responsible for its employees' and contractors' compliance with this policy and is expected to familiarize each user with this policy.

OCTO

  • The interpretation and implementation of this policy has been assigned to the Chief Technology Office (OCTO) Program Management Office (PMO), which will publish further procedures and guidelines as required.
  • The OCTO Architecture Review Board (ARB) shall review proposed IT projects for compliance with established Enterprise Architecture standards to maximize opportunities for migration from the current architecture to the desired future architecture.
  • The OCTO Change Control Board shall review changes to IT production systems on OCTO managed hardware.
  • OCTO managers shall review proposed IT projects for conformity with enterprise product standards and IT strategies, as determined by the OCTO PMO upon review of the Agency request.

Related Forms and Instructions

Project Initiation Form (PIF)
IT Project Initiation: Roles and Responsibilities

Statutory Authority

DC Law 12-175. Act 12-239.