Demand Overview

An initiative that qualifies as an IT project is first entered into KARS as a demand.

The demand process records the initiative in the system and puts it through the Kansas IT Business Risk Assessment, which determines if it is reportable or not. If it is reportable, additional high-level, estimated information is collected, after which the demand is reviewed and sent for Joint Committee on Information Technology (JCIT) "advise and consult" review and Chief Information Technology Officer (CITO) approval.

CITO demand approval is the first of two branch CITO approvals that take place for reportable IT projects. It occurs prior to procurement. After CITO demand approval is received, the initiative proceeds in KARS through the project process to obtain the second CITO approval, prior to execution.

It is recommended (though not required) that a demand is entered using the Demand Intake Form found on the OITS customer service portal, under KITO Services.

Required demand information

The information collected in the demand process for reportable IT projects includes:

• Essential IT initiative information
  • initiative name (and acronym, if applicable)
  • description
  • agency
  • estimated project start and end dates
  • business case information
    • business program background and context
    • statement of intent and business objectives
    • business need
    • in scope
    • out of scope
  • key stakeholder identification (These predefined roles must be listed. The same person can be indicated for more than one role.)
    • Sponsor / Business Owner
    • Finance Director / CFO
    • PMO Director
    • Executive Authority
    • IT Director / CIO
  • estimated budget information
    • cost plans
    • benefit plans
    • funding source(s)
  • average ongoing cost of ownership and estimated length of commitment
  • risks
• Options and feasibility analysis information is required if the cost of the proposed demand is over $10 million, to ensure sufficiency of planning resulting in thorough market research, options analysis, and justification for the selected option.
• Specifications related to a proposed demand shall be submitted for branch CITO approval per K.S.A. 75-7209.
• Compliance acknowledgement – agency review, acknowledgement, and agreement to comply with policies and regulations pertaining to:
  • Architecture – compliance with ITEC Policies 4010 and 9500.
  • Ownership of Software Code and Intellectual Property – compliance with ITEC-1500-P.
  • Accessibility – compliance with ITEC-1210-P.
  • Electronic Records Retention – compliance with K.S.A. 45-403 and K.S.A. 45-215 through 45-223.
  • Security – compliance with ITEC-7230-P.
  • Data Compliance - compliance with the ITEC-8010-P.
• Executive Authority Approval, which provides entity authorization for the demand to be submitted for CITO approval. The executive authority approval is granted via response to a system-generated email message sent to the executive authority.

Instructions

Follow these instructions to enter a demand:

1. Initiating a Proposed IT Demand
2. Demand - Submitted State
3. Demand - Screening State
4. Demand - Qualified State

Last updated: July 2, 2024

Related topic

• Demand Training