FAQs

What is a Project Investment Justification (PIJ)?

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The Strategic Oversight group, within the Arizona Department of Administration’s Arizona Strategic Enterprise Technology (ADOA-ASET) office, helps State agencies, departments, boards, and commissions develop business cases for Information Technology (IT) projects and investments. This information is captured in a document called a Project Investment Justification (PIJ) form. The PIJ form gathers the needed information in a way that allows analysis and evaluation across all requests, reduces the time needed for review, and assures that the value to the public and risk are clearly considered. The required forms are posted below, along with links to the State Procurement Office for information on regulations, statutes, and other procurement related activities.

The actual PIJ form is submitted online and allows the requesting agency to identify information that is required to explain the project, its benefits, and the projected costs.

The information provided allows ADOA-ASET to complete an analysis and evaluation of the project from an enterprise perspective, and assures that the value to the public and risks are addressed. The required forms and additional information regarding Strategic Oversight can be found under Resources on the ADOA-ASET web-site, along with links to related statutes, policies and procurement related activities.

For new User request for the PIJ portal, please contact the ADOA Service Desk at [email protected]

Include the following in the request: Subject- PIJ Portal Access Request, First Name, Last Name, Email, Title, and phone number

Once access is granted, navigate to the ADOA ASET website aset.az.gov > Click on the Strategy Tab > Click on Strategic Oversight > On this page you will find information on submitting a PIJ

The Strategic Oversight Team is here to assist you through the PIJ process to ensure that the right solution is being applied to the IT initiative of your organization. We recommend that the agency partners with their specific Engagement Manager to inititate conversation on the PIJ. (See full EM list on the ASET website >Resource Tab)

The Oversight Team and the EM will be happy to help answer any questions you may have. You can reach the Oversight Team at [email protected]

What is the review process?

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The review process starts at the Agency/Board/Commission level with the identification of an IT project which needs to be completed.

A quick overview of the process is listed below, broken up into two phases: Agency phase, and ADOA-ASET Strategic Oversight Phase.

Agency Phase (Prior to formal Submission)*

Agency determines if upcoming initiative requires a PIJ/Pre-PIJ (IT related, ≥ $25,000)

Agency is encouraged to reach out to their Engagement Manager (EM) to discuss the PIJ. A full list of EM assignments can be found on the ASET Resource tab

Agency creates a draft PIJ. Prior to submitted the PIJ, it is recommended that the agency contacts the EM or Oversight Team to review the PIJ to help expedite their approval.

Agency obtains necessary Agency approvals (signatures)

Agency submits the final PIJ for ADOA-ASET Strategic Oversight review

ADOA-ASET Strategic Oversight Phase (once the document has been formally submitted)

The Oversight Team reviews PIJ document for completeness/soundness and performs analysis

The Oversight Team works with the Agency if additional information is required

The Oversight Team submits the final PIJ along with an analysis and recommendation for Approval, or Approval with Conditions to the State CIO

If State CIO approves, <$1 million = Agency is notified and can then secure funding to begin project

If State CIO approves, >$1 million = ADOA-ASET makes recommendation to ITAC

Agency/Board/Commission prepares an ITAC presentation

The agency presents their project at the next ITAC meeting (typically the 4th Wednesday of the calendar month)

If ITAC approves, Agency is notified and can then secure funding to begin project

To view the EM assignment list navigate to the Resource Tab on the ADOA ASET website. It will help expedite your PIJ to contact the EM prior to creating your PIJ draft.

What will Strategic Oversight do?

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Strategic Oversight is here to assist an Agency through the process for obtaining an approval from the State CIO and, if necessary, ITAC for your PIJ. If you have a complex project coming down the pipe that you want to begin preparing for approval, let the Oversight team know. Our team of Strategic Oversight Program Managers is available to meet with you. Your agency's assigned Engament Manager works closely with the Oversight Team in order to process the PIJ for approval. Together, the team will help provide quality assurance for the State and ensure that a solution has been properly vetted before the paperwork is submitted for approval by the State CIO and ITAC.

When does a PIJ need ITAC approval?

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When the development costs equal or exceed $1 million, the PIJ will require Information Technology Authorization Committee (ITAC) approval. Please reach out to your Engagement Manager to ensure your agency is on the ITAC agenda for the next meeting.

ITAC is held once a month and is coordinated by the Executive Assitant from ADOA-ASET.

The agency is expected to partner with their Engagement Maanger (EM) to ensure they are added to the ITAC agenda.

The Agency/Board/Commission will be required to present their IT project to the ITAC committee.

What forms are needed to obtain PIJ approval?

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PIJ submission are completed throught the PIJ portal. The portal will allow the user to add relevent information surrounding the project. This includes identifying the problem, description of the solution, financials, and other relevant information for ADOA-ASET review.

For new User request for the PIJ portal, please contact the ADOA Service Desk at [email protected]

Include the following in the request: Subject- PIJ Portal Access Request, First Name, Last Name, Email, Title, and phone numbe

Once access is granted, navigate to the ADOA ASET website aset.az.gov > Click on the Strategy Tab > Click on Strategic Oversight > On this page you will find information on submitting a PIJ

In order to expedite approval, the agency will need to provide three vendor quotes/bids. If the agency receives less than three, then an explanation must be included.

What is the process after approval?

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All of the stakeholders identified in the PIJ will receive a notification from Strategic Oversight stating that the project is approved. This will include the approval letter signed by the State CIO, which will be emailed to the Agency/Board/Commission Director, and will document any conditions that have been applied to the PIJ approval.

Once approved, additional approvals may be secured as required from the Joint Legislative Budget Committee, the Office of Strategic Planning and Budgeting, and the State Procurement Office.

What is the difference between development cost and operational costs?

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In general terms, development costs are about implementing projects; operational costs are about taking care of what has been implemented. Development costs are tracked by Strategic Oversight and cease when the project is completed. Operational costs are ongoing costs that will be incurred as a result of the project being implemented, and are not tracked by Strategic Oversight.

In Arizona, IT costs are tracked using the following categories: Professional & Outside Services (P&OS) (e.g., contractor support), hardware, software, communications, facilities, licensing and maintenance fees, and other. Any one of these categories can include development and operational costs.

For instance, software purchases and first year licensing fees would be considered a development cost (see year 1 box below). On-going software licensing and maintenance fees are considered operational costs (see year 2 box below).

Description
Type
Year 1
Year 2
Extended Cost
Software
Development
$100,000

$100,000
Operational

$10,000
$10,000

Description	Type	Year 1	Year 2	Extended Cost
Software	Development	$100,000		$100,000
Operational		$10,000	$10,000

Do I need to report other funding sources?

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Yes, the total funding for the project must be included in the PIJ, regardless of whether it involves State funds or any other type of funds.

My project has received approval…now what?

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Status Reports are submitted from the PIJ portal. If you do not have access please contact the ADOA Service Desk at [email protected]

The person responsible for submitting the status reports will need to submit their updates along with the project's official start date. Depending on the conditions of the PIJ approval, there may be additional work required by the agency post approval.

In most cases, any financial or timeline changes by 10% will require a Change Request. This is also submitted from the PIJ portal.

When are status reports due?

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ADOA-ASET will inform the Agency whether the project is on a monthly or quarterly reporting cycle in the start-up request. This may change once the document is submitted or as the project progresses. If your project is utilizing Automated Project Fund (APF monies), it is important to partner with the Oversight team early enough to ensure the agency has a clear understanding of how to proceed with APF spending. The Oversight Team has an assigned Financial Analyst that can answer any questions. Status Reports are due on the 15th of each month. The reported information will be of the previous month's milestones & updates. A Status Report can be submitted anytime prior to the 15th of the month. It is very important to submit the Status Reports on time.

The Oversight Financial analyst is available to answer budget questions related to APF projects. Please email your questions to the [email protected]

Monthly project status reports are due by the 15th of the following month.
For instance, the May project status reports are due to ADOA-ASET by June 15th.

Quarterly project status reports are due by the 15th of the month after the quarter closes.
For instance, the current FY Qtr1 project status report is due to ADOA-ASET by October 15th.

When is the final project status report due after my project completes?

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Final project status reports are due once the project has completed and a final accounting of all costs can be provided.

Where does the financial information on the project status reports come from?

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The “Current Month Spend” in the project status report should reflect actual expenditures that have posted to the Arizona Financial Information System (AFIS) during the reporting period, which can be for the month or quarter. Only development costs are reported in the Project Status Report.

What if the project has Automation Projects Fund (APF) funding? Are there requirements specific to APF funding?

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APF funding comes with an additional set of requirements including the execution of interagency service agreements and APF budget, milestones and key accomplishment reports. Please contact your Strategic Oversight Program Manager for information on all requirements associated with APF funds.

What signatures are needed and when?

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For PIJs that will not require ITAC approval, the following signatures are required:
Project Manager
Information Security Officer
Agency CIO
Project Sponsor
For PIJs that will require ITAC approval, an additional signature is needed:
Agency Director

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