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Maine State Government

Dept. of Administrative & Financial Services

Office of Information Technology


Information Technology Acquisitions/ Investments Policy


I. Statement of Policy

All information technology (IT) acquisitions and investments throughout the State of Maine must be approved by the Chief Information Officer, whether financed through grants, agency funds, or an allocation from the Legislature according to 5 MRSA, Chapter 163, Section 1973.

II. Purpose

The purpose of this policy is to ensure technology investments align with accepted State of Maine’s policies, strategic objectives and opportunities for collaboration across state agencies and reviewed before initiatives are approved and funded.


III. Guidelines & Procedures

1.      The Agency will complete a business case for their proposed initiative and obtain appropriate agency approval(s) to move forward.[1]

2.      Upon Agency approval the business case is submitted to Project Portfolio Management (PPM) within the Project Management Office’s (PMO).

3.      The Project Portfolio Manager (PPM) will review the business case with appropriate subject matter experts to ensure the proposal aligns with the State of Maine’s technology strategies, all appropriate policies and standards.

4.      Upon successful completion of this effort the Project Portfolio Manager will submit the proposal into the project portfolio as an approved initiative and notify the agency and the Technical Business Consultant assigned to that agency of that submission. [2]

IV. Applicability

This policy applies to all State Agencies. 


V. Responsibilities

1.      Agency – The Agency is responsible for their specific project portfolio and prioritization of the projects within their portfolio.  Each business case for a new initiative must be approved based on the ROI, level of need, feasibility (staff and funding) and a review of alternate solutions to the proposal.

2.      Chief Information Officer (CIO) – The CIO (or designee) is responsible for all final decisions related to information technology acquisitions.

3.      Project Management Office (PMO) – The PMO is responsible for the oversight of the portfolio and to assist the agencies and/or Technology Business Consultants through this process and throughout the life of the project.


4.  Technology Business Consultants (TBC) – The TBCs are responsible for working with their peers to identify opportunities for collaboration across agencies.


5.  Procurement/Contract Manager – The Procurement/Contract Manager is responsible for assisting throughout the IT acquisition process.


VI. Definitions

1.      Information Technology:  The study, design, development, implementation, support and management of computer-based information systems

2.      Lifecycle costs:  The cost of an IT investment starting with procurement and ending with the retirement of the asset.

3.      Project Portfolio Management:  An approach to achieve strategic goals by selecting, assessing, and managing projects, programs and other related work based upon their alignment and contribution to the organization strategies and objectives.  Portfolio Management combines (a) the organization’s focus of ensuring that projects selected for investment meet the portfolio strategy with (b) the project management focus of delivering projects effectively and within their planned contribution to the portfolio.[3]


VII. References

1.      Project Portfolio Management


2.      Business Case template



VIII. Document Information

1.      Document Reference Number:  22


2.      Category:  Computer Environment and Platform


3.      Adoption Date:  02/04/2010


4.      Effective Date:  02/04/2010


5.      Review Date:  Annually


6.      Point of Contact:  Stephanie Parker, IT Portfolio Manager, Office of Information Technology, 624-9418.


7.      Approved By:  Richard B. Thompson, Chief Information Officer


8.      Position Title(s) or Agency Responsible for Enforcement:  Agency Information Technology Directors and the Chief Information Officer


9.      Legal Citation: 5 M.R.S.A. Chapter 163 § 1973.   Responsibilities of the Chief Information Officer, paragraph 1B Set policies and standards for the implementation and use of information and telecommunications technologies, including privacy and security standards…”


10.  Waiver Policy:

[1] The Office of Information Technology Project Management Staff is available to assist in this process.  Depending on the impact (funding, visibility, scope, etc.) of a proposed initiative a full case may not be required. Agencies should consult with the PMO if they require assistance in making this determination.

[2] Any issues the PPM will contact the agency and TBC to address them before entering the initiative into the Project Portfolio.

[3] PMI, The Standard for Portfolio Management