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Document Code No.: CON 7-6 (AP)
Department/Issuing Agency: Executive Administration/Systems Services Division
Effective Date: April 25, 1992
Approved: /s/ Tim Hill
Type of Action: New

Signed document (PDF, 2.51 MB)


1.0 SUBJECT TITLE: Budget Requests for Geographic Information Systems

2.0 PURPOSE:

2.1 To establish a consistent and strategic method of allocating County resources for use in support of a County-wide Geographic Information System, thereby ensuring that King County receives the best return on its investment in geographic information systems.

3.0 ORGANIZATIONS AFFECTED:

All County departments, offices and agencies.

4.0 REFERENCES:

4.1 King County Geographic Information System Implementation Plan.

5.0 DEFINITIONS:

5.1 "Oversight Committee for Geographic Information Systems" is a committee established by the County Executive and charged with setting priorities and determining policies relating to geographic information systems.

5.2 "Data Processing Policy Oversight Committee" is a committee charged with reviewing and approving the development of information systems.

5.3 "County departments, offices and agencies" includes all Executive departments, the Office of the Prosecuting Attorney, and the Department of Assessments.

5.4 "Geographic Information System" is any automated system designed to manage, analyze, or acquire spatial data.

5.5 "King County GIS Implementation Plan" is the timetable for creating a Geographic Information System for King County use, as endorsed by the Oversight Committee for Geographic Information Systems.

5.6 "Hardware" is any equipment containing a central processing unit intended for use in the management, analysis, or acquisition of spatial data, or any subsystem attached to such equipment.

5.7 "Software" is any set of instructions allowing hardware to function in the management, analysis, or acquisition of spatial data.

5.8 "Services" refers to any contractual labor that is used by the County in the management, analysis, or acquisition of spatial data.

6.0 POLICIES:

6.1 All requests for proposals and expenditures relating to geographic information systems hardware, software, or services must conform to the goals and schedules detailed in the King County GIS Implementation Plan.

6.2 All requests for proposals and expenditures relating to geographic information systems hardware, software, or services will be reviewed by the Systems Services Division for consistency with the King County GIS Implementation Plan.

6.3 All requests for proposals and expenditures relating to geographic information systems hardware, software, or services will be reviewed by the Office of Financial Management for funding availability and consistency with the King County GIS Implementation Plan.

6.4 The Oversight Committee for Geographic Information Systems and the Data Processing Policy Oversight Committee will be notified of all requests for proposals and expenditures relating to geographic information systems hardware, software, or services that have been reviewed by the Systems Services Division and that have a dollar value of over $5000.00.

6.5 No requests for proposals relating to geographic information systems hardware, software, or services will be approved by the King County Purchasing Agency unless accompanied by Form 21, signed by the manager of Systems Services Division.

7.0 PROCEDURES:

Action By: Any County department, agency, or office

Action:

7.1 Completes and submits Form 21 to Systems Services Division when preparing a request for proposal, or a request for an expenditure, relating to geographic information systems hardware, software, or services.

7.2 Identifies a representative who can knowledgeably answer questions on the proposed acquisition.

Action By: Systems Services Division

Action:

7.3 Reviews each request, determining whether or not it conforms to the goals and schedules in the King County GIS Implementation Plan.

7.4 Summarizes all requests acted upon and distributes those summaries at the next scheduled meeting of the Oversight Committee for Geographic Information Systems.

7.5 Notifies the Office of Financial Management of all requests with a value above $5000.00.

7.6 Notifies the Data Processing Policy Oversight Committee of all requests with a value above $5000.00.

7.7 Returns Form 21, with Systems Services' recommendation attached, to the requesting authority.

7.8 Notifies the Oversight Committee for Geographic Information Systems of any issues arising from the requests that require Committee action.

Action By: Office of Financial Management

Action:

7.9 Reviews each request, determining whether or not funding exists and that it conforms to the goals and schedules in the King County GIS Implementation Plan.

Action By: Oversight Committee for Geographic Information Systems

Action:

7.10 Reviews issues presented by Systems Services Division and recommends a resolution of those issues that best meets the goals of the County regarding the establishment of a Geographic Information System.

Action By: King County Purchasing Agency

Action:

7.11 Processes only those requests accompanied by a signed Form 21.

7.12 Notifies Systems Services of requests received without a signed Form 21.

8.0 RESPONSIBILITIES:

8.1 All County departments, agencies, and offices are responsible for notifying Systems Services Division of planned requests or expenditures relating to geographic information systems hardware, software, or services by completing and submitting Form 21, and for providing a knowledgeable representative to explain those requests to the Data Processing Policy Oversight Committee.

8.2 Systems Services Division is responsible for reviewing submitted Forms 21, for ensuring that each request relating to geographic information systems hardware, software, or services conforms to the goals and schedules in the King County Implementation Plan, and for reporting all requests valued at more than $5000.00 to the Office of Financial Management, the Oversight Committee for Geographic Information Systems and the Data Processing Policy Oversight Committee.

8.3 Office of Financial Management is responsible for ensuring that each request relating to geographic information systems hardware, software, or services conforms to the goals and schedules in the King County Implementation Plan, and that funding is available.

8.4 The Data Processing Policy Oversight Committee is responsible for reviewing all new systems development.

8.5 The Oversight Committee for Geographic Information Systems is responsible for reviewing any procurement issues presented by Systems Services Division, and recommending a resolution of those issues that best meets the goals of the County regarding the establishment of a Geographic Information System.

8.6 The King County Purchasing Agency is responsible for processing only those requests relating to geographic information systems hardware, software, or services that are accompanied by a signed Form 21, and for notifying Systems Services Division of any requests that have been received without a signed Form 21.

9.0 APPENDICES:

This appendix is available from the Systems Services Division:

9.1 Form 21, "Request for Small Systems Equipment and Support".