Request for OFM and ISB Systems Approval

Are you planning a new financial or administrative system? Updating an existing system?

OFM and DIS/ISB (Information Services Board) continue to receive many requests for updates and investments in agency financial and administrative systems. With the current budget situation, all of us have less money to invest in Information Technology so we must work together to leverage systems investments to benefit as many agencies as possible. To accomplish this, the following key objectives have been established:

  • Streamlined business processes
  • Economies of scale
  • Enhanced data integrity and value
  • Improved core management systems
  • Enhanced adaptability of systems

To meet these objectives, state agencies should give priority to satisfying their systems needs by way of common, central financial and administrative systems. Please remember that approval by both OFM and the ISB is required for investments in certain agency systems, as referenced below:

  • The following RCW Chapters grant authority to the ISB and OFM to establish policies for agency investments in information systems and services: 42.16.017, 43.88.160, 43.105.032, 43.105.041.
  • Section 80.30.88 of the Statewide Accounting and Administrative Manual (SAAM) requires written approval from the OFM Assistant Director for Accounting before significant investments are made to design, develop and implement new systems or substantially change existing agency financial systems.
  • The ISB Technology Investment Policy and Standards exempt investments in systems that compete with or might be used in place of systems that serve a statewide function from agencies' delegated authority. These investments require DIS and/or ISB review and approval.

For purposes of these requirements, "significant investments" are defined as requiring six or more staff-months of effort (per SAAM as of 6/01/04).

Through the approval process, OFM and the ISB will be focusing on four review areas:

  1. Does a cost effective central system solution exist?
  2. Can your agency be more flexible in how its needs are met, or can a central system be modified in a cost effective, timely way to meet your needs?
  3. Can you achieve your needs by creating an agency unique extension to a central system or central database rather than a completely new system?
  4. Does a partnership opportunity exist where one or more other agencies can join together with you to share in the creation of a new, shared system solution?

You must gain approval before beginning any significant financial or administrative system development, enhancement, or acquisition, regardless of funding source. Written approval is needed for all projects in process or still in the planning phase, even if you have been in contact with OFM or DIS, or feel you have already received an informal approval.

To request approval for your proposals that may meet these criteria, please complete and submit the following electronically:

Submit your request by email (with all three parts attached) to Sadie Rodriguez-Hawkins, Senior Assistant Director, OFM Accounting Division: Systems.Approval@ofm.wa.gov.