Code of Massachusetts Regulations › 950 CMR - OFFICE OF THE SECRETARY OF THE COMMONWEALTH › Title 950 CMR 120.00 - Information Technology Purchasing Process › Section 120.05 - Submission and Approval Process

Current through Register 1525, July 5, 2024
(1) To
			 implement a process that ensures that all technology purchases by Registries of
			 Deeds are compatible with each other, it is imperative that all acquisitions be
			 coordinated through a central control point. This "control point" shall be the
			 Director of the Secretary's Auto mated Systems Division. The Director will
			 establish a top-down Secretary IT planning process. The Secretary's ITD Plan
			 will address a framework for all Registry of Deeds hardware, software and
			 telecommunications standards conforming, where practicable, to existing State
			 Information Technology Division (ITD) hardware, software and telecommunications
			 standards.
(2) Once the Secretary's
			 IT Plan has been drafted, approved and released, each Registry of Deeds will
			 prepare a Registry ITD Plan that is in consonance with Secretary's Plan and
			 submit it for review to the Director of the Secretary's Automated Systems
			 Division.
(3) Each Registry IT Plan
			 will contain and describe the IT initiatives that it intends to undertake to
			 improve the efficiency and/or effectiveness of their operation. The Director of
			 the Secretary's Automated Systems Division will review each Registry plan and
			 approve, reject and or return it for additional information. Once the Director
			 of the Secretary's Automated Systems Division has approved the Registry's IT
			 Plan, individual technology acquisition requests will be reviewed by said
			 Director on the basis of the Registry's plan and its conformance with the
			 Secretary's IT Plan.
The following sections describe this process.
(a)
Registry Information
			 Technology Plans
- Every Registry shall prepare a Registry IT
			 Plan, which is comprised of, but not limited to, a set of its IT initiatives
			 covering a period at least equal to the remainder of the current fiscal year
			 and the succeeding fiscal year. The Registry will submit the plan in a format
			 and by a date established by the Director of the Secretary's Automated Systems
			 Division. The Registries will revise their plan as often as necessary to keep
			 it current, to conform it to the applicable Secretary's IT Plan, and to
			 maintain the required period of coverage. The Secretary will establish
			 procedures to coordinate the preparation and revision of Registry IT Plans.
Each Registry will deliver its Registry IT Plan and all
				revisions to the Secretary. Each Registry IT Plan will be subject to review by
				the Director of the Secretary's Automated Systems Division, and others as
				appropriate. The Secretary may delay action on any pending request until the
				Registry IT Plan of the requesting Registry is complete and current.
(b)
Registry
			 Information Technology Initiatives
- IT Initiatives are planning
			 tools. As such, they may be long-term in focus. They are not limited to the
			 remainder of the current fiscal year and the succeeding fiscal year. And they
			 need not be specific about exact funding sources for the prospective IT
			 Resources.
Each Registry will deliver to the Secretary their IT
				Initiatives as they are developed. Each initiative will contain a plan to
				improve the efficiency and/or effectiveness of its operation. For example, an
				initiative could describe a project to automate a business function or to
				enhance an already automated process or function, in order for the Registry to
				improve the achievement of its mission.
(c)
Secretary Information
			 Technology Plan
- The Director of the Secretary's Automated
			 Systems Division will prepare a Secretary IT Plan covering a period at least
			 equal to the remainder of the current fiscal year and the succeeding fiscal
			 year. The Secretary IT Plan will address hardware, software and
			 telecommunications standards conforming, where practicable, to existing State
			 Information Technology Division (ITD) hardware, software and telecommunications
			 standards. The Director of the Secretary's Automated Systems Division will
			 revise the plan as necessary to keep it current and to maintain the required
			 period of coverage.