Capital IT Projects

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:

  1. Agencies to create IT project descriptions and identify business goals for capital projects prior to authorization of funding.

  2. 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 - 2022-2028 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 CIO-103 and  Agency Contact Memo 2020-0501 to ensure projects have the highest chance of success, Independent Verification and Validation (IV&V) or Project Assurance (PA) services are mandatory for IT projects as of FY 2021.  All executive branch agencies are required to incorporate IV&V or PA into their project plans based upon budget and special requirements.  Therefore, please budget accordingly to include IV&V and PA services for future projects.

 Capital Planning Links - 2022-2028


 Capital Planning Links - 2020-2026

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.

This page was last modified 2/10/2021 4:42 PM

Chapter Links to pertinent Kentucky Revised Statutes

KRS Chapter 42

KRS 42.722: Definitions for KRS 42.720 to 42.742

KRS 42.724: Commonwealth Office of Technology

KRS 42.726: Roles, duties, and permissible activities for Commonwealth Office of Technology -- Duties of Archives and Records Commission and Department for Libraries and Archives not affected.

KRS 42.728: State agencies to assist Commonwealth Office of Technology -- Exceptions for judicial and legislative branches and retirement systems. 

KRS 42.730: Executive Director of Commonwealth Office of Technology -- Roles and duties.

KRS 42.744: Outlines the Division of Geographic Information's role in maintaining an accurate and complete central statewide geographic information clearinghouse for official state use. 

KRS 42.746: Outlines the Commonwealth Office of Technology's role in establishing a statewide planning and mapping system for public buildings for use by response agencies who are called to respond to acts of terrorism or emergencies. 

KRS 42.630: Legislative findings regarding Geographic Information Systems.

KRS 42.650: Division of Geographic Information Systems -- Powers and duties -- Authority for administrative regulations.

KRS Chapter 48

KRS 48.810: Outlines the Commonwealth Office of Technology's role and duties for the development of a four (4) year strategic plan, including the publication of agency strategic plans and progress reports in an electronic database.

KRS Chapter 369

KRS 369.118: Outlines the Commonwealth Office of Technology's role in establishing standards for the acceptance and distribution of electronic records by governmental agencies.

KRS 369.119: Outlines the Commonwealth Office of Technology's role in establishing standards for consistency and interoperability of electronic records by governmental agencies.