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USER�S GUIDE by 6hlc488

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									   USER’S GUIDE
Information Technology &
Telecommunications Plan
               Reporting
CONTENTS

   OVERVIEW OF THE I/T & TELECOM PLAN REPORTING APPLICATION   3

   USER TYPES                                                 4
   USER LOGIN INFORMATION                                     4

   APPLICATION SCREEN DESCRIPTIONS                            6

   M ANAGE PROJECTS                                           7
          ADD A PROJECT                                       7
          EDIT A PROJECT                                      8
          DELETE A PROJECT                                    8

   REPORTS                                                    9

   M ANAGE DIVISIONS                                          10
          ADD A DIVISION                                      10
          EDIT A DIVISION                                     10
          DELETE A DIVISION                                   10

   M ANAGE BUDGET                                             11

   ACCOUNT SETTINGS                                           5, 12

   ABOUT THE IT & TELECOM REPORTING APPLICATION               13

   CONTACT US - HELP                                          14

   LOG OUT                                                    15

   STATE OF OKLAHOMA WEBSITE                                  16
                                                                                                       User’s Guide
                                                                             IT & Telecom Plan Reporting Application



OVERVIEW
           Per House Bill 2935, passed in the 2006 legislative session, each agency of the executive branch
           is required to provide an annual Information Technology and Telecommunication plan to the
           Office of State Finance no later than July 1 of each year.

           The Information Technology and Telecommunications plan is a browser based application
           utilizing a fixed template to produce a one-year operating plan.

           The Information Technology and Telecommunications Plan Reporting application is
           located at:
           http://www.ok.gov/osf/itt_reporting

           Security features in the application provide access for authorized agency representatives only.

           Agency representatives as are able to access the template and enter Information Technology
           Telecommunication plan data. These agency representatives may be the same person. Agency
           representatives have access to their agency's information only.

           Agencies and divisions of agencies are required to enter project numbers, project names and
           associated project costs into pre-determined categories. Please do not delete project information
           from previous years.

           Please be certain to include your projects in your plan for each fiscal year. For instance, if
           a project begins in FY-12 your plan (within the projects section of the application) would
           have the anticipated expenditures for FY-12. Then in FY-13, assuming there is an optional
           renewal, the plan (within projects) would include the cost for this fiscal year. In the past
           there has been some confusion about where the project optional renewals would be located,
           either in the projects or operations budget. For consistency, please place this in the
           projects section.

           When logging in as an Agency representative or Administrator, a box will be presented for
           Accessibility Compliance Officer. The default will be the Agency Director. This should be updated
           and made current.

           Agency representatives do not have authority to change the template or categories.

           Agencies should print their plan upon completion. The report will detail the planned cost for each
           category of a project, the total planned cost for each project, and the total planned cost for
           operations salaries and full time equivalents (full time equivalent personnel).

           Effective as of FY-12, OSF will be tracking expenditures for both project and operating budgets.
           Maintenance should be considered an operational expense. Ensure all Operational and Project
           funding is entered for your Agency.


           Updates to the plan can be made as required throughout the year.

           Notify the OSF Help Desk via email (helpdesk@osf.ok.gov) upon completion of the initial
           Information Technology or Telecommunications plan.

           Notify the OSF Help Desk via email (helpdesk@osf.ok.gov) when agency representatives change
           with regard to entering plan data.




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                                                                                       User’s Guide
                                                             IT & Telecom Plan Reporting Application



Notify the OSF Help Desk via email (helpdesk@osf.ok.gov) when Information Technology or
Telecommunications plan updates are performed during the year.

The Information Technology and Telecommunication annual plan is independent of, and does not
change the due dates for the budget, hardware inventory, software inventory and
telecommunication inventory.

The OSF Help Desk is available to answer questions that may not be covered in the training
manual. The OSF Help desk can be reached at 405-521-2444 or email (helpdesk@osf.ok.gov).




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                                                                                                  User’s Guide
                                                                        IT & Telecom Plan Reporting Application




LOGIN   For security purposes, the system implements user authentication which requires users to
        login with a Login ID and Password. Based on the user type, the system will automatically
        load functionality associated with the respective user.

        User Types
        There are three types of users each with varying levels of access to system functionality
           1) Agency/Division Representative:
                        View/Edit privileges for user’s assigned agency. Depending on individual
                        access requirements, user can add projects, view/print reports and enter IT
                        and/or Telecom Operations Budget amounts
           2) Agency Director:
                        View-Only access for user’s assigned agency.** User can view/print reports
                        for their agency ONLY
           3) Admin:
                        Access to all functions. Usernames and initial passwords are assigned by
                        the Admin user. Admin rights are only available to OSF

                **Some Agency Directors will also have View/Edit access depending on their business need


        SPECIAL NOTES:
            Login IDs and Passwords are case sensitive
            Login IDs will follow the following format: all characters in front of the “@” sign on
              user’s email address + 3-digit Agency number
                           For example, if user’s email address is john.doe@osf.ok.gov (the
                               user’s agency is OSF, which is agency number 090) then John Doe’s
                               Login ID will be john.doe090
            System functionality will automatically load based on user type

        Login Instructions:
        Navigate to http://www.ok.gov/osf/itt_reporting
        Click on the “Log In” link on the left navigation area




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                                                                                               User’s Guide
                                                                     IT & Telecom Plan Reporting Application



LOGIN   Enter your Login ID and Password
                The user’s initial password is “welcome”. User will be required to change this
                password upon their first login.
        Click “Log In”




        User will be directed to the “Account Settings” page where they will need to verify/update
        their contact information, answer two security questions and setup a new password. User will
        also see their Agency and any Divisions (if applicable) that they are assigned to.

        Click “Save”. User will receive a message that states “* Account Information Updated.”




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                                                                                                              User’s Guide
                                                                                    IT & Telecom Plan Reporting Application



MANAGE PROJECTS

REPORTS               The user can now navigate to any of the links on the left navigation area. These areas are:
MANAGE DIVISIONS              M ANAGE PROJECTS
                              User can add new projects, edit existing projects, or delete existing projects
MANAGE BUDGET
                              REPORTS
ACCOUNT SETTINGS              User can produce a summarized report of all projects, or filter the report to show
                              specific project(s)
ABOUT
                              M ANAGE DIVISIONS
CONTACT US                    User can add, edit or delete** Divisions within their Agency. Many agencies do not
                              have divisions. Divisions are not required to enter a project
LOG OUT
                              M ANAGE BUDGET
STATE OF OKLAHOMA             User can see both the Information Technology and Telecom Operations Budget
                              amounts. User may be able to edit these fields depending on security access
USER’S GUIDE (DOC)            permissions

USER’S GUIDE (HTML)           ACCOUNT SETTING
                              User can update their contact information, and change their password

                              ABOUT
                              User can view the Overview and Definitions for the IT & Telecom Reporting
                              application

                              CONTACT US
                              User can view the contact phone numbers and email address of the OSF Help Desk

                              LOGOUT
                              User can log out of the application

                              STATE OF OKLAHOMA
                              User will be directed to the official website for the State of Oklahoma


                              NOTE: When the application is set to read only for all users, all of the
                              information will not be displayed. During this time the user will have view
                              rights only,




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                                                                                                                User’s Guide
                                                                                      IT & Telecom Plan Reporting Application



M ANAGE PROJECTS      MANAGE PROJECTS
REPORTS

MANAGE DIVISIONS

MANAGE BUDGET

ACCOUNT SETTINGS

ABOUT

CONTACT US

LOG OUT

STATE OF OKLAHOMA

USER’S GUIDE (DOC)

USER’S GUIDE (HTML)




                      To Add a NEW project (a project that doesn’t already exist in the project list on this screen):
                              Choose the Division that the project is attached to from the drop-down list at the
                                top of the screen. Many agencies do not have divisions. Divisions are not
                                required to enter a project
                              Add a Category
                                     o Enter a Cost associated with each Category that applies to your project.
                              Enter the Project # - Project # should follow the format: 2011001 where ‘2011’ is
                                the year, and ‘001’ is the first project. Project #’s should be incremented as
                                follows: 2011001, 2011002, 2011003, etc.
                              Enter a Project Narrative that describes the project
                              Select Applicable Fiscal Year
                              Select whether or not the project is federally funded.
                                If Yes select “Will this Project be Funded by a Grant?”
                                If Yes select “Has the Grant been received”
                              If Yes select “When do you expect to receive the grant”?
                                 Answer needs to be month and year entry field as an appropriate response
                                (mm/yyyy)
                                Select “What is the probability of receiving the grant”?
                                 Answer options “High”, “Medium”, “Low”, or
                                “Uncertain”
                              Select whether or not compliant with State Standards on Accessibility
                              Select whether or not the Compliance Representative approved this project.
                              Click Save

                      You will now see your saved project in the project list.

                      The project list is sorted by Division, then by Project #, then by Category

                      There is a Category Report (to the right of the Category list) that user can click on to display
                      the categories and descriptions

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                                                                                                                User’s Guide
                                                                                      IT & Telecom Plan Reporting Application




M ANAGE PROJECTS      MANAGE PROJECTS
REPORTS               To Edit an EXISTING project (a project that already exists in the project list on this screen):
                           Locate the project that you want to update and click “Edit” (far-right of screen)
MANAGE DIVISIONS           The project’s information will populate at the top of the screen (see below)
MANAGE BUDGET

ACCOUNT SETTINGS

ABOUT

CONTACT US

LOG OUT

STATE OF OKLAHOMA                                                                       After clicking
                                                                                        “edit”, the project’s
USER’S GUIDE (DOC)                                                                      detail is displayed.

USER’S GUIDE (HTML)




                             Edit the field(s) that you want for this project
                                  o If adding a Category, enter a Cost for it
                                  o Ensure all other fields are still valid.
                             When finished, click “Save”

                          User will be able to view their updated project information in the project list


                      To Delete a project
                          Locate the project that you want to delete in the project list
                          Click the radio button to the left of the project.
                          Click “Delete Selected Project” at the bottom of the page.
                          User will receive a warning message to confirm the delete
                                 o User clicks “OK”, project is deleted
                                 o User clicks “Cancel”, project is not deleted


                      User can export a list of their Agency’s projects by clicking the “Download CSV” link
                      at the top-right of the page. When clicking the link, the user can choose to save the
                      file to their computer, or open the file immediately

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                                                                                                               User’s Guide
                                                                                     IT & Telecom Plan Reporting Application



MANAGE PROJECTS
                      REPORTS
REPORTS
                      When the user clicks on the “Reports” link on the left navigation, they are directed to the
MANAGE DIVISIONS      screen below:

MANAGE BUDGET

ACCOUNT SETTINGS

ABOUT

CONTACT US

LOG OUT

STATE OF OKLAHOMA

USER’S GUIDE (DOC)

USER’S GUIDE (HTML)



                      When user clicks on “Project Review”, they will see all of their Agency’s projects:




                      This report has totals, can be filtered using the drop-down lists at the top of the screen, and
                      can be printed by choosing the “Print” link at the top-right of the screen.


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                                                                                                             User’s Guide
                                                                                   IT & Telecom Plan Reporting Application



MANAGE PROJECTS       MANAGE DIVISIONS
REPORTS               When the user clicks on Manage Divisions, they are directed to the following screen:

M ANAGE DIVISIONS

MANAGE BUDGET

ACCOUNT SETTINGS

ABOUT

CONTACT US

LOG OUT

STATE OF OKLAHOMA

USER’S GUIDE (DOC)

USER’S GUIDE (HTML)


                             To Add a New Division
                                 o Add the new Division Number in the ‘Division Number” text box
                                 o Add the new Division Name in the 'Division Name' text box
                                 o Click 'Save' to save your changes
                                 o Many agencies do not have divisions. Divisions are not required to enter a
                                     project

                             To Modify an Existing Division
                                 o Select the 'Edit' link on the Division you wish to edit
                                 o Make changes to the Division
                                 o Click 'Save' to save your changes

                             To Delete an Existing Division
                                 o Click 'Delete' on the Division you wish to remove.
                                          Note: Divisions that are currently attached to projects on the
                                             “Manage Projects” screen cannot be deleted. These types of
                                             Divisions will have the ‘Delete’ link disabled
                                 o User will receive a warning message asking for confirmation of delete
                                 o Select 'OK' on the confirmation window to delete the Division




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                                                                                                              User’s Guide
                                                                                    IT & Telecom Plan Reporting Application



MANAGE PROJECTS       MANAGE BUDGET (OPERATING BUDGET)
                      When the user clicks on ‘Manage Budget’, they are directed to the following screen:
REPORTS

MANAGE DIVISIONS

M ANAGE BUDGET

ACCOUNT SETTINGS

ABOUT

CONTACT US

LOG OUT

STATE OF OKLAHOMA

USER’S GUIDE (DOC)

USER’S GUIDE (HTML)




                      Depending on security permissions, the user will be able to edit one or all of these categories:
                         Information Technology Operations Budget
                         Information Technology Total Personnel Salaries Budget
                         Information Technology Full time Equivalents
                         Telecommunication Operations Budget
                         Telecommunication Total Personnel Salaries Budget
                         Telecommunication Full Time Equivalents
                          Enter the Operations Budget amounts for one or both of these categories
                          Enter the Applicable Personnel Salaries budgeted for these categories. If none,
                             enter zero. If FTEs has an entry personnel salaries should have an entry as well.
                          Enter the applicable FTEs. If none, enter zero. If salaries has an entry, FTEs should
                             have an entry as well.
                          Click ‘Save’

                          1. Information Technology Operations Budget – The planned spend for on-going
                             expenses for labor, utilities, hardware and software maintenance; recurring expenses
                             incurred prior to this plan year
                          2. Information Technology Personnel Salaries Budget – Planned spend for on-going
                             expenses for Labor
                          3. Information Technology FTEs – Planned full time equivalent personnel planned.
                          4. Telecommunication Operations Budget – The planned spend for on-going expenses
                             for labor, utilities, hardware and software maintenance; recurring expenses incurred
                             prior to this plan year
                          5. Telecommunication Personnel Salaries Budget – Planned spend for on-going
                             expenses for Labor.
                          6. Telecommunication FTEs – Planned full time equivalent personnel planned
                          7. The operations budget number is the same dollar amount as reported in the budget
                             work program

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                                                                                                               User’s Guide
                                                                                     IT & Telecom Plan Reporting Application



MANAGE PROJECTS       ACCOUNT SETTINGS
                      When the user clicks on ‘Account Settings” they are directed to the following screen where
REPORTS               they can update their contact information, divisions (if applicable) and reset their password.

MANAGE DIVISIONS

MANAGE BUDGET

ACCOUNT SETTINGS

ABOUT

CONTACT US

LOG OUT

STATE OF OKLAHOMA

USER’S GUIDE (DOC)

USER’S GUIDE (HTML)


                             Enter any necessary changes
                             Click “Save” to apply your updates




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                                                                                                              User’s Guide
                                                                                    IT & Telecom Plan Reporting Application



MANAGE PROJECTS       ABOUT
REPORTS               When the user clicks the ‘About’ link, they are directed to the detailed Overview and
                      Definitions for the IT & Telecommunications Reporting application
MANAGE DIVISIONS

MANAGE BUDGET

ACCOUNT SETTINGS

ABOUT

CONTACT US

LOG OUT

STATE OF OKLAHOMA

USER’S GUIDE (DOC)

USER’S GUIDE (HTML)




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                                                                                                            User’s Guide
                                                                                  IT & Telecom Plan Reporting Application



MANAGE PROJECTS       CONTACT US
REPORTS               When the user clicks the ‘Contact Us’ link, they are directed to the telephone numbers and
                      email address for the OSF Help Desk
MANAGE DIVISIONS

MANAGE BUDGET

ACCOUNT SETTINGS

ABOUT

CONTACT US

LOG OUT

STATE OF OKLAHOMA

USER’S GUIDE (DOC)

USER’S GUIDE (HTML)




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                                                                                                             User’s Guide
                                                                                   IT & Telecom Plan Reporting Application



MANAGE PROJECTS       LOG OUT
REPORTS               When the user clicks on the ‘Log Out’ link, they are logged out of the application…

MANAGE DIVISIONS

MANAGE BUDGET

ACCOUNT SETTINGS

ABOUT

CONTACT US

LOG OUT

STATE OF OKLAHOMA

USER’S GUIDE (DOC)

USER’S GUIDE (HTML)




                      … and directed to the I/T & Telecommunications Plan Reporting application home page




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                                                                                                              User’s Guide
                                                                                    IT & Telecom Plan Reporting Application



MANAGE PROJECTS       STATE OF OKLAHOMA
REPORTS               When the user clicks on the ‘STATE OF OKLAHOMA’ link, they are directed to the official website
                      for the State of Oklahoma
MANAGE DIVISIONS

MANAGE BUDGET

ACCOUNT SETTINGS

ABOUT

CONTACT US

LOG OUT

STATE OF OKLAHOMA

USER’S GUIDE (DOC)

USER’S GUIDE (HTML)




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