• Yes:  All agencies are required to develop and submit Lifecycle Replacement Plans to DAS EISPD at the same time they submit their agency request budget document to DAS BAM.  Sample Lifecycle Replacement Plans and examples may be found at:

IT Lifecycle Planning

• Regardless of the funding source or sources, all information technology (IT) projects of $150,000 or greater require the submission of DAS form 107BF14.  If the project is $1,000,000 or greater, it will require submission of both a 107BF14 form as well as a Business Case. 

• If the funding sources are known at the time of submission, such as base budget, that information can be identified in the project description section of the 107BF14 and explained in the business case if the project is $1,000,000 or greater.

• If an agency will be initiating an information technology project in the 09-11 biennium that is funded completely by their base budget, that agency is still required to submit the 107BF14 and a business case if the project exceeds the $1,000,000 threshold as a “major” IT project.

• If the IT project has had no major changes – for example cost, scope, or approach – then the original business case may be submitted along with the 107BF14 form.

• If there have been major changes to the ongoing IT project, the original business case may require revision or updating prior to submission.   

• The Public Management Association and the Oregon Department of Administrative Services have partnered to offer business case development training sessions on a regular basis since May 2007.  Since that time over 220 people have completed training in this essential management discipline.  Staff within your agency may have received this training and be able to provide help.  For a list of agency resources see – Business Case Training Resources (pdf)

• Business Case resources can also be found at:  Business Case Other Resources

• The SDC will review all proposed projects and in conjunction with the SDC CIO Advisory Board and SDC Finance Committee will determine if future rate adjustments will be required.

• Since July 1, 2007, the SDC has migrated into a rate based billing model and eliminated the assessment method which was used in the 2005-07 biennium. With the rate based model, agencies pay for the services that they use.  Agencies should budget to pay the rates for the services the SDC will need to provide to the agency to support that proposed project.

• and you are sure your project will not require the use of SDC services or impact SDC operations, the answer is no.
• but you think your project may require the use of SDC services or impact SDC operations, we recommend you contact SDC as soon as possible (no late than June 1).

• The following primary State Data Center (SDC) customer agencies must request SDC involvement in IT project planning and budget development:  Department of Administrative Services, Consumer and Business Services, Corrections, Employment, Housing and Community Services, Forestry, Human Services, Revenue, State Police, Transportation, and Veterans Affairs. 
• All other SDC customer agencies are encouraged (but not required) to contact SDC on IT project planning and budget development.

• If there is sufficient information available to answer the questions in the SDC Scoping Template, SDC will be able to provide a quote via the SDC Quote Process.
• The information from the quote should be used on the form 107BF14.  Agencies should use the 30% rule when there is not enough information for the SDC to create a quote.

• The SDC will review all proposed IT project information submitted, and in conjunction with the SDC CIO Advisory Board and SDC Finance Committee, determine if SDC POPs are needed for any of the proposed projects. The SDC will potentially create a companion POP (e.g. for additional expenditure limitation, funds, or positions, etc.) if the project(s) will utilize a greater level of services than estimated within the DAS SDC 2009-2011 Budget for service growth.

• The Agency POP should contain the estimate for the SDC rates for the services provided to support the project whether based on the 30% rule or based on an SDC quote. The agency should include the cost for any out of scope software such as Commercial off the Shelf applications. If it is determined that a POP is needed for hardware or in-scope software, the SDC will likely need to submit a companion POP (e.g. for additional expenditure limitation, funds, or positions, etc.)

• By May 1, 2008 - Consumer and Business Services, Employment, Housing and Community Services, and Veterans Affairs.  A response with pricing information will be provided back to the agency by June 1, 2008. 
• By May 1, 2008 - Transportation and Human Services - A response with pricing information will be provided back to the agency by July 15, 2008.
• By June 1, 2008: Administrative Services, Corrections, Forestry, Revenue, and State Police. A response with pricing information will be provided back to the agency by July 15, 2008.

• SDC rates are available at: http://oregon.gov/DAS/SDC/docs/rates/rates.pdf
• The SDC Finance Committee does revise the rates on a regular basis. This document will be updated with the current rates as updates occur.

• The SDC will use the most accurate information available to create the quote.  However, it is possible that the cost estimate provided by the SDC in June/July 2008 could be different than the current published rate. 
• The SDC Finance Committee is working to establish an updated set of rates – to be finalized late in 2008.  This will provide a better basis for projecting 2009-11 costs, allowing budgets to be adjusted during the Governor’s Recommended Budget phase or during the 2009 Legislative session. Updated information will be provided to agencies during the budget development process.

• Support Request Instructions (pdf)
• Support Request Form (pdf)

• If you are migrating an application or replacing an existing application, we do recommend that you work with the SDC in order to determine the overall financial impact of the project even if you do not have enough information to answer the questions on the scoping template.

• Regardless of the value of projects, we recommend working with SDC if there is enough information to allow for the SDC to create quotes. If there is not enough information available then we recommend the use of the 30% rule.