In accordance with 22 V.S.A. § 902a, an information technology internal service fund is used to support activities of the Department of Information and Innovation (DII). The major funding source of this internal service fund is the DII allocation. The FY 2013 DII allocation was calculated by spreading enterprise IT costs across state government based on the number of positions in each business unit. This is the same method as was used for FY 2012. The number of positions in your business unit was taken from the HR data in the PeopleSoft Human Capital Management (HCM) system on 11/13/2011. The total positions in the state = 8856. The total allocation for FY 2013 is $7,217,623; a decrease of $1,100,753 compared to FY 2012.
The allocation decrease is part due to a shift of some previously allocated services to demand based services. DII is beginning to transition to a “Private Cloud” Service Delivery model for Data Center Resources such as Virtual Servers, Storage, Networking and Backup Recovery. The State’s CTO, and his staff of Enterprise Architects are working with business units (as part of iTOP initiatives) to develop sustainable cost models based on both business and technical requirements. Business managers must use these cost models to budget for FY 2013 and future budgets.
Through the allocation, DII will continue to cover GovNet circuit costs for the state as well as some additional enterprise software licensing. Licensing covered by DII includes Exchange Client Access Licenses (CALs), Symantec Information foundation, SharePoint Server CALs, Windows CALs, network infection detection, and digital signature licensing.
It is important for business managers and technology supervisors to understand and collaborate on the impact of these changes on budgets. If your unit has no technical support, please coordinate with DII. Simply stated, do not budget for any circuit costs. You will also not budget for email licensing or email storage. As in previous years, if you administer your own email system, i.e. if your email address is not firstname.lastname@example.org, you are effectively paying for two systems; the State email system and yours. To save money and take advantage of the economies of scale an enterprise system provides, you are encouraged to migrate to the enterprise email system provided by DII. If not already on the migration schedule, feel free to contact DII to discuss the details. Furthermore, don’t budget for Microsoft SharePoint Server (MOSS). MOSS is an enterprise system many state business units use for online collaboration, and access is now covered by the DII allocation. DII is also covering server access licensing for Windows. This means when technical folks need to instantiate/upgrade a Windows server, their end users are covered to connect to it. If you have a need for digital signature technology, DII has a licensed application available.
Covered by DII Allocation
- Enterprise Email
- Enterprise Email Storage
- Enterprise SharePoint Server sites
- Windows Server CALs
- Windows Desktop OS
- Enterprise Digital Signature Solution (Silanis eSign)
- Next Generation Threat Protection (FireEye)
Not covered by DII Allocation
- Non-Enterprise Email Systems
- Non-Enterprise Email Storage
- Non-Enterprise SharePoint sites
- Other operating system CALs
- Non-Enterprise Digital Signature Solutions
- Other network infection protection
Each year, Finance and Management adjusts your budget target for the General Fund (GF) difference between the prior year’s DII allocated charge and the year you are currently budgeting. If your DII charge goes up by $10, and your GF percentage is 60%, your target will be raised by $6. Conversely, if your charge goes down by $10, your target will be reduced by $6. This year, due to the shift from allocated services to demand services, Finance and Management will consider cost differences in existing demand-driven services along with the cost differences in the allocation in determining your target. If you have any questions regarding this process, please contact your business analyst.