**Minerals Management Service**

**Interim Policy Document**

**Effective Date:** September 11, 2007 **IPD No. 07- 08**

**Program:** Offshore Minerals Management

**Title:** OMM Information Technology Acquisition Approval Authority

**Originating Office:** Information Technology Division, Offshore
Minerals Management

1.  **Purpose**. This Interim Policy Document (IPD) outlines the
    authority and approval process for Offshore Minerals Management
    (OMM) Information Technology (IT) acquisitions.

2.  **Scope.** This IPD applies to all OMM acquisitions related to
    computer hardware, software, and services, including acquisitions
    that have an IT component (e.g., environmental studies with a
    database component). Note: supplies used in conjunction with
    computer hardware (e.g., diskettes, magnetic tapes and storage
    media, printer toner cartridges, compact discs, desktop accessories)
    are not considered IT and do not require IT approval.

3.  **Objective.** To ensure the procurement of IT resources follows a
    structured acquisition process, selected IT solutions fit within the
    established OMM IT architecture, and all acquisitions comply with
    federal regulations.

4.  **Authority.**

A. The Clinger-Cohen Act

B. Federal Acquisition Regulation (FAR)

C.  OMB Circular A-130

D.  Government Performance and Results Act (GPRA)

E.  OMB Circular A-11

F.  Departmental Manual 376, Chapter 4, Automated Data Processing, IT
    Investment

G.  Minerals Management Service Manual Handbook, Administrative
    Delegations of Authority 218.1-H

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5.  **Definitions**.

    A.  Information Technology (IT) is defined as any equipment, or
        interconnected system(s) or subsystem(s) of equipment, used in
        the automatic acquisition, storage, manipulation, management,
        movement, control, display, switching, interchange,
        transmission, or reception of data or information by the agency.
        The term \"information technology\":

\(1\) Includes computers, ancillary equipment, software, firmware and
similar procedures, services (including support services), and related
resources.

\(2\) Does not include:

a.  Any equipment acquired by a contractor incidental to a contract.

b.  Any equipment that contains imbedded information technology used as
    an integral part of the product, but the principal function of which
    is not defined as "Information Technology". For example, HVAC
    (heating, ventilation, and air conditioning) equipment such as
    thermostats, temperature control devices and, uninterruptible power
    supplies.

c.  Supplies used in conjunction with computer hardware such as:
    diskettes, magnetic tapes and storage media, printer ink/toner
    cartridges, compact discs, digital video disks, desktop accessories,
    anti-glare screens, etc.

B.  "Purchasing threshold" is the micro-purchase value for acquisitions
    as defined by the FAR 2.101 and, for IT, is limited to the threshold
    established by the MMS Chief Information Officer (CIO).

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6.  **Policy.** It is the policy of the OMM program that:

    A.  The OMM IT acquisition process is managed by the Information
        Technology Division (ITD), Office of Information Policy and
        Communications (OIPC). Contact information for individuals with
        responsibilities related to the management of this process is
        available on the MMS Pipeline at
        http://pipeline.mms.gov/pages/organ/omm/omm_itd_opc\_\_PPPSBranch.asp

    B.  All OMM IT acquisitions, regardless of funding source, cost
        level, or acquisition method, be in compliance with:

        1.  Federal Acquisition Regulations (FAR).

        2.  Departmental, MMS and OMM Capital Planning and Investment
            Control (CPIC) processes.

        3.  Departmental and MMS standards for IT architecture.

    C.  All acquisitions funded by the Information Management Program
        (IMP) account require the certification and signature approval
        of the OMM IMP Budget Manager.

    D.  All desktop, laptop, server-class computers, and enterprise
        software acquisitions use the Department of the Interior (DOI)
        Consolidated IT Blanket Purchase Agreement (BPA), and must be
        implemented by the designated OMM Acquisition Manager. A
        decision guide for selecting hardware is available at
        http://www.doi.gov/ocio/erm/guidelines.pdf

    E.  Requests for products not available from the DOI BPA require a
        waiver containing a detailed technical justification and
        signature approval from the MMS Chief Information Officer (CIO),
        Chief, Information Management Division (IMD), and the Chief,
        Information Technology Division (ITD).

    F.  Copies of all final approved IT acquisitions, regardless of
        funding source or cost level, will be forwarded to the OMM CPIC
        Manager and the OMM IT Asset Manager.

    G.  Splitting an acquisition to achieve two or more purchases under
        the purchasing threshold is prohibited.

    H.  Delegated approval authority is governed by a zero tolerance
        abuse policy. If abused, delegated approval authority will be
        rescinded.

7.  **Responsibilities**.

    A.  OMM requesting offices are responsible for:

        1.  Identifying a Technical Point of Contact.

        2.  Developing the justification, requirements and, if
            necessary, statement of work, for IT acquisitions.

    B.  The Technical Point of Contact is responsible for assisting the
        requesting office in the development of technical requirements,
        the evaluation of proposals and the resolution of technical
        issues related to the acquisition.

    C.  The Chief, ITD, has approval authority for all IT acquisitions
        exceeding the purchasing threshold, regardless of funding
        source, and hereby delegates IT approval authority as follows:

        1.  Local IT managers are delegated IT approval authority for IT
            acquisitions up to the purchasing threshold and are
            responsible for:

            a.  Reviewing all acquisitions, regardless of cost level,
                for completeness of documentation, compliance with local
                standards and consistency with the OMM architecture.
                Questions regarding standards should be referred to the
                OMM Enterprise Architect for clarification.

            b.  Ensuring budget certification has been obtained from the
                proper authority.

            c.  Forwarding acquisitions exceeding the local IT Managers
                purchasing threshold to the OMM Enterprise Architect for
                review.

        2.  The OMM Enterprise Architect, is responsible for reviewing
            all IT acquisition requests exceeding the purchasing
            threshold and is responsible for:

            a.  Ensuring required documentation is complete and
                sufficient to render an opinion on whether the
                acquisition is consistent with the technical
                architecture.

            b.  Evaluating requests for compliance with technical
                standards, requirements, mission needs and strategic
                goals.

            c.  Returning requests that do not comply or require
                additional information to the requestor with
                instructions on needed changes.

            d.  Forwarding approved requests funded by the IMP to the
                OMM IMP Budget Manager. Non-IMP requisitions will be
                forwarded to the OMM Acquisition Manager for processing.

        3.  The OMM IMP Budget Manager is responsible for:

            a.  Certifying IMP funding availability.

            b.  Assigning IMP account numbers.

            c.  Forwarding the requisition to the OMM Acquisition
                Manager.

        4.  The OMM Acquisition Manager will oversee the acquisition
            process for all OMM IT procurement requests exceeding the
            purchasing threshold and is responsible for:

            a.  Coordinating requests with appropriate offices within,
                and external to, OMM.

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            a.  Developing requisition forms.

            b.  Assigning requisition numbers.

            c.  Forwarding all requests which exceed the purchasing
                threshold to the Chief, ITD and, as appropriate, to
                Deputy Chief Information Officer for evaluation,
                approval and further processing.

            d.  Coordinating with the Chief, Procurement Operations
                Branch, Procurement Division, or their delegated
                Contracting Officer.

            e.  Recording and tracking all IT acquisition requests.

            f.  Submitting copies of all completed acquisitions to the
                OMM IMP Budget Manager and OMM IT Asset Manager.

8.  **Expiration.** This IPD will remain in effect until incorporated
    into the MMS Manual, canceled, or superseded with another IPD.

> Associate Director for
>
> Offshore Minerals Management