Establish a Technology Replacement Policy. BEFORE THE BOARD OF COUNTY COMMISSIONERS
LEWIS COUNTY, WASHINGTON
IN THE MATTER OF: RESOLUTION NO. 21-430
ESTABLISH A TECHNOLOGY REPLACEMENT
POLICY
WHEREAS, in accordance with Lewis County Technology Plan and best practices,
Lewis County has developed a policy to guide the use of Capital funds identified
and replacement for technology infrastructure, technology projects, and
technology planning that are outside the normal IT Services operational budget
and planning; and
WHEREAS, the policy establishes an advisory committee to review replacement
plans, projects and expenditures of the Technology Replacement Policy; and
WHEREAS, Lewis County shall establish such funds as necessary to replace,
repair or save for technology projects and expenditures in accordance with laws,
regulations, policies and generally accepted accounting principles (GAAP); and
WHEREAS, Lewis County shall develop and maintain a 5-year Technology Plan to
identify current and projected technological needs. This plan shall be developed
and maintained by the IT Director and CIO, with ongoing support and input from
the advisory group, and proposed to the BOCC for approval.
NOW THEREFORE BE IT RESOLVED that the Technology Replacement Policy is
hereby adopted and Lewis County shall develop and maintain a 5-year Technology
Plan for the purpose of infrastructure, technology projects, and technology
planning that are outside the normal IT Services operational budget and planning.
DONE IN OPEN SESSION this 7th day of December, 2021.
Page 1 of 2 Res. 21-430
APPROVED AS TO FORM: BOARD OF COUNTY COMMISSIONERS
Jonathan Meyer, Prosecuting Attorney LEWIS COUNTY, WASHINGTON
Kevin McDowell Lindsey R. Pollock, DVM
By: Kevin McDowell, Lindsey R. Pollock, DVM, Chair
Deputy Prosecuting Attorney
ATTEST: • Esc°R�OF?sy., Sean D. Swope
•• can D. Swope, Vice Chair
C O.
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Rieva Lester '•;sy„- -\.. F. Lee Grose
Rieva Lester, F. Lee Grose, Commissioner
Clerk of the Lewis County Board of
County Commissioners
Page 2 of 2 Res. 21-430
360 NW North Street
.. IT Services Chehalis WA98532
LEWIS COUNTY
t
Lewis County Technology Replacement Funds Budgeting
Policy
In accordance with Lewis County Technology Plan and best practices, Lewis
County has developed policy to guide the use of Capital funds identified and
Replacement for technology infrastructure, technology projects, and
technology planning that are outside the normal IT Services operational
budget and planning.
Intent
This policy establishes guidelines for the budgeting and planning as it
relates to the use of Technology Replacement Funds.
Definitions
TRF - Technology Replacement Funds: Funds set aside for larger
technology projects or technology/capital projects.
BOCC- Board of County Commissioners
GAAP- Generally Accepted Accounting Principles
Technology Replacement Funds Planning Committee - A BOCC
advisory committee established to review planning, projects and
expenditures of TRF. Members shall include: County's Chief Information
Officer, Director of IT Services, Budget Administrator, County Manager, and
one County Commissioner.
TRF Projects- Those projects that generally benefit the County as a whole,
large system replacements and upgrades, projects related to serving the
citizens, and projects outside the normal IT Services operating budget. TRF
projects do not typically include ongoing maintenance, ongoing staffing, or
long-term operational costs.
0 360.740.1247 Matt Jaeger
Director, IT Services
Funds
Lewis County shall establish such funds as necessary to replace, repair, or
save for technology projects and expenditures in accordance with laws,
regulations, policies and GAAP principles.
Funds established should minimize co-mingling of restricted use monies and
to aid in planning, funding, budgeting, accounting and reconciliations.
Planning
Lewis County shall develop and maintain a 5-year TRF Plan to identify
current and projected technological needs. This plan shall be developed
and maintained by the IT Director and CIO, with ongoing support and input
from the advisory group, and proposed to the BOCC for approval.
Budget
An annual budget as it relates to the 5-Year plan shall be prepared for the
TRF fund and adopted as part of the County's annual budget process.
Process for Offices and Departments
Requests for technology projects, not initiated by IT Services, shall be
submitted by the Offices and Departments to the IT Director for
consideration. Project Request Forms shall include specific needs and
proposed solutions to meet that need. Requests shall include a separate
estimate for ongoing operational costs associated with the project. This
estimate shall include additional staffing, utilities and other operational
costs.
Project Request Forms shall be submitted with adequate time to include as
part of 5-year plan. Those projects not meeting the budget deadlines must
be approved by amendment to the plan.
The IT Director and CIO will review requests and identify funding sources.
The updated plan and priority will be presented to TRF Committee for
additional input.
Project Request Form attached.
Funding and Reporting
Funding strategy for projects shall be reasonable, achievable and any
funding strategy shall reflect the useful life of the project. Grant reporting
standards shall be maintained for all grant funds. Project tracking shall
adhere to GAAP principles.
Reports showing past 2 years of TRF fund usage, current budget and 2-year
projection reports shall be prepared each budget cycle and adopted with
the County budget. Funding sources and expenditures shall be reviewed
and analyzed by the TRF committee to ensure stability in the plan.
360 NW North Street
- ' IT Services
Chehalis WA 98532
LEWIS COUNTY
I
Lewis County Technology Project Request Form
Filling out this form is the first stage of the IT project request project Projects constitute a significant effort on
the part of IT.
To manage resources efficiently and to ensure that important IT projects are prioritized and accomplished in as
timely a manner as possible. The purpose of this form is to provide IT and Cabinet enough basic information to
determine the scope and resource demands of your request.
Fill out sections 1-7 of this form and email it to help.desk@lewiscountywa.gov
IMPORTANT:Filling out this form does not mean the project has been accepted or approved.
1. General Information
Project Title:
Requestor:
Email:
Phone:
2. Sponsor
A sponsor is the senior level team member who is responsible for ensuring adequate resources are allocated to
complete the project in terms of budget and personnel. The sponsor will also help resolve any conflicts that may
arise.
Sponsor:
3. Business Need/Problem to be addressed
Provide a brief overview of this project.
4. Proposed Solution
Explain how this solution will benefit Lewis County. Speak in general terms here. Do not list specific companies
or solutions.
0 360.740.1247 Matt Jaeger
Director, IT Services
5. Proposed Technology Solution
Describe specific proposed technology,company to implement if known.
5.1. Contact Information
List contact information for company including technical lead if known.
5.2. Cost
What will be the likely cost of this project and how will it be funded(Budget).
5.3. Alternative solutions considered
List alternative solutions explored and reasons for elimination. Include cost.
5.4. Proposed Timeline
What is the proposed project completion date?
6. IT Impact
To be filled out by IT
6.1. IT Effort
Explain how IT will be impacted by this project in terms of Low Med or High impact. Low impact would be a
single IT resource sending a 2-3 hours to setup and minimal of no ongoing support High impact would by
multiple IT personnel spending multiple weeks or months on the project and/or significant long term impact.
Provide detail to justify IT effort level.
6.2. Security
Describe the security concerns regarding implementing or not implementing this project.
6.3. Risks
Describe what could go wrong with this project or why this project should not be done, in the spirit of using Lewis
County resources responsibility.
6.4. Impact on other projects or services
Describe how other projects will be impacted given the proposed timeframe and any associated service disruptions
associated with this project.
7. Approval Signatures
The Signatures of the people below document acceptance and approval of the formal Project Charter. The
Sponsor must have the authority to commit the organization's resources to the project. The Project Manager is
empowered by this document to develop the project plan for this project
Position/Title Signature/Printed Name/Title Date
Sponsor
Project Manager
Implementer
BOCC AGENDA ITEM SUMMARY
Resolution: BOCC Meeting Date: Dec. 7, 2021
Suggested Wording for Agenda Item: Agenda Type: Deliberation
the Board of County Commissioners have identified the need to establish a Technology
Replacement Policy
Contact: Matt Jaeger Phone: 3607403346
Department: IT - Information Technology
Description:
Establish a Technology Replacement Policy for the purpose of identifying, planning, and guiding the
use of Capital funds for use in the replacement of technology infrastructure and projects
Approvals: Publication Requirements:
Publications:
User Status
PA's Office Pending
Additional Copies: Cover Letter To:
Steve Wohld, Becky Butler, Grace Jimenez