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16E.03 Administration of state information and communications systems.

Subdivision 1. Definitions. For the purposes of sections 16E.03 to 16E.05, the following terms have the meanings given them.

(a) "Information and communications technology activity" means the development or acquisition of information and communications technology devices and systems, but does not include MNet or its contractors.

(b) "Data processing device or system" means equipment or computer programs, including computer hardware, firmware, software, and communication protocols, used in connection with the processing of information through electronic data processing means, and includes data communication devices used in connection with computer facilities for the transmission of data.

(c) "State agency" means an agency in the executive branch of state government and includes the Minnesota higher education services office.

Subd. 2. Executive director's responsibility. The executive director shall coordinate the state's information and communications technology systems to serve the needs of the state government. The executive director shall:

(1) coordinate the design of a master plan for information and communications technology systems in the state and its political subdivisions and shall report on the plan to the governor and legislature at the beginning of each regular session;

(2) coordinate all information and communications technology plans and contracts and oversee the state's information and communications systems;

(3) establish standards for information and communications systems that encourage competition and support open systems environments and that are compatible with national and international standards; and

(4) maintain a library of systems and programs developed by the state and its political subdivisions for use by agencies of government.

Subd. 3. Evaluation and approval. A state agency may not undertake an information and communications technology activity until it has been evaluated according to the procedures developed under subdivision 4. The governor or governor's designee shall give written approval of the proposed activity. If the proposed activity is not approved, the commissioner of finance shall cancel the unencumbered balance of any appropriation allotted for the activity. This subdivision does not apply to acquisitions or development of information and communications systems that have anticipated total cost of less than $100,000. The Minnesota state colleges and universities shall submit for approval any activity related to acquisitions or development of information and communications systems that has a total anticipated cost of more than $250,000.

Subd. 4. Evaluation procedure. The executive director shall establish and, as necessary, update and modify procedures to evaluate information and communications activities proposed by state agencies. The evaluation procedure must assess the necessity, design and plan for development, ability to meet user requirements, feasibility, and flexibility of the proposed data processing device or system, its relationship to other state data processing devices or systems, and its costs and benefits when considered by itself and when compared with other options.

Subd. 5. Report to legislature. The executive director shall submit to the legislature, in the information technology budget required by section 16A.11, a concise narrative explanation of the activity and a request for any additional appropriation necessary to complete the activity.

Subd. 6. System development methods. The executive director shall establish and, as necessary, update and modify methods for developing information and communications systems appropriate to the specific needs of individual state agencies. The development methods shall be used to define the design, programming, and implementation of systems. The development methods must also enable and require a data processing system to be defined in terms of its computer programs, input requirements, output formats, administrative procedures, and processing frequencies.

Subd. 7. Data security systems. In consultation with the attorney general and appropriate agency heads, the executive director shall develop data security policies, guidelines, and standards, and the commissioner of administration shall install and administer state data security systems on the state's centralized computer facility consistent with these policies, guidelines, standards, and state law to ensure the integrity of computer-based and other data and to ensure applicable limitations on access to data, consistent with the public's right to know as defined in chapter 13. Each department or agency head is responsible for the security of the department's or agency's data.

Subd. 8. Joint actions. The executive director may join with the federal government, other states, local governments, and organizations representing those groups either jointly or severally in the development and implementation of systems analysis, information services, and computerization projects.

HIST: 1997 c 202 art 3 s 9; 1997 c 212 s 3,4