On odd numbered years, Kentucky’s executive branch agencies submit their requests for capital projects, (>$1,000,000), for consideration to the Legislative Research Commission (LRC). LRC provides a listing of capital information technology projects for the Commonwealth Office of Technology to review to ensure that these requests maintain an enterprise focus on business value versus potential risk factors. This enterprise focus is supported by statues and administrative regulations that require:
- Agencies to create IT project descriptions and identify business goals for capital projects prior to authorization of funding.
- COT to review those capital projects from an enterprise perspective and report quarterly on implementation progress to the legislature's Capital Projects and Bond Oversight Committee.
COT has initiated an electronic form, (accessible below), for agencies to complete and submit their IT specific project information at the push of a button. Upon finalizing your submittal, two hard copy forms are required which are the Total Cost of Ownership (TCO) form, (also accessible below) and a pdf copy of the SYP-P2 form that you completed for LRC. There is an attachment feature at the bottom of the COT submission form where you can attach those documents before submitting your project. Under the Capital Planning Links - 2024-2030 heading, you will find all the documents you need for this year's Capital IT Project Planning Process, including a tip sheet to assist you with the COT Electronic Submission Form.
Should you experience any issues, please notify the
Enterprise Standards Branch
for assistance. Please note, the deadline for submitting your project information to LRC and COT is April 15th, so please mark your calendar to ensure you you don't miss the cutoff date for submissions.
NOTE: Please remember, per
Agency Contact Memo 2020-0501
, to ensure projects have the highest chance of success, Independent Verification and Validation (IV&V) services are mandatory for IT projects as of FY 2021. All executive branch agencies are required to perform a Project Risk Analysis at the beginning of the Project Lifecycle to determine if IV&V services or a Project Audit are necessary. All executive branch agencies should incorporate IV&V into their project plans based upon budget and special requirements. Therefore, please budget accordingly to include IV&V services for future projects based on percentages mentioned in CIO-103
.Capital Planning Links - 2024-2030
Capital Planning Links - 2022-2028
Capital Planning Links - 2020-2026
(Note: The Scoring Committee completed a pairwise ranking of the criteria.)
Capital Planning Links - 2018-2024
Capital Planning Links - 2016-2022
Capital Planning Links - 2014-2020
Past Capital Planning Link - 2012-2018
KRS 42.720 - Commonwealth Office of Technology
The Commonwealth Office of Technology is governed by KRS 42.720 which states: "The General Assembly finds and declares that (1) The establishment of the position of the Executive Director of the Commonwealth Office of Technology, appointed by the Secretary of the Finance and Administration Cabinet with the approval of the Governor, as the Commonwealth's single point of contact and spokesperson for all matters related to information technology and resources, including policies, standard setting, deployment, strategic and tactical planning, acquisition, management, and operations is necessary and in keeping with the industry trends of the private and public sectors."
KRS 45.818 - IT Capital Project Reporting
KRS 45.818 states "The Executive Director of the Commonwealth Office of Technology shall provide to the Capital Projects and Bond Oversight Committee at its January, April, July, and October regular meetings a status report on any information technology system not yet completed which received line item authorization by the Kentucky General Assembly or was authorized pursuant to KRS 45.760(7) as defined in KRS 45.750 excluding systems of an institution as defined under KRS 164.001. The committee shall prescribe data elements to be included in the quarterly status reports.