(A)The Ohio
department of job and family services (ODJFS), in a continuing effort to
improve the level of customer service and responsiveness to county agencies,
developed the technology and service support policy (TSSP). The TSSP represents
a commitment by ODJFS to provide quality, cost-effective networking products,
services, and solutions to the county agencies throughout the state.
The TSSP operates within the framework of the service level agreement (SLA)master
service agreement (MSA) as detailed in the SLAMSA and rule 5101:9-9-15 of the Administrative Code.
(B)The TSSP is
the policy by which county agencies request information technology (IT)
equipment and services from the ODJFS office of information services (OIS). All
county agency requests for network equipment, installation of third-party
software applications, or OIS assistance with equipment moves to new sites,
require completion of the JFS 01321 "TSSP County Request."
(C)TSSP
coordinators in OIS oversee the request process and are responsible for working
with the county agencies to determine financial responsibilities and costs,
verify staff levels, track the progress of requests, and serve as the ODJFS
contact for county agency information related to the TSSP.
(D)As part of
completing the JFS 01321, the county agency will estimate the financial
responsibilities associated with its request and submit the information to the
TSSP coordinatorcoordinators
in OIS.
(E)Whenever
financial responsibilities are determined to be greater than those estimated on
the JFS 01321, OIS will contact the technical point of contact (TPOC) in the
county agency. OIS will obtain the county agency's consent before continuing
the fulfillment process.
(F)Financial
responsibilities are enumerated in the TSSP. All ODJFS commitments relative to
networking products, services, and solutions are subject to and contingent on
the availability of state and federal funds. Whenever financial
responsibilities are determined to be different from those estimated in the
agency's original request, OIS will notify the county agency to obtain its
consent before fulfilling the agency's request. Equipment acquisitions that may
affect the ODJFS network, regardless of the cost or financial responsibility,
must be approved by ODJFS before the agency purchases the equipment. Approval
may be obtained through the TSSP request process.
(G)ODJFS retains
ownership of networking products unless ODJFS specifically transfers ownership
in accordance with procedures in rule 123:5-2-01 of the Administrative Code.
(H)Through TSSP,
ODJFS seeks to do the following:
(1)Ensure timely
and efficient delivery of IT products and services to ODJFS's customers;
(2)Increase the
flexibility for county agencies to select networking products, services, and
solutions that best meet their needs;
(3)Maintain
continuity of a safe, sound, and secure computer environment; and
(4)Ensure
budgetary predictability and cost-effectiveness of networking solutions for
ODJFS and county agencies.
(I)OIS
continues to provide the workstations, software, and network access necessary
for county employees to complete their state-required job functions pursuant to
and in compliance with the signed and established SLAMSA levels.
(J)ODJFS will
provide the network infrastructure to enable local agency staff to connect to
the ODJFS network.
(K)As a way for
county agencies to have the flexibility to meet future needs, ODJFS will
provide an additional allowance of workstations in an amount of up to ten per
cent of the local agency's filled full-time equivalent (FTE) employees.
Beyond this baseline, counties are responsible for financing
computing resources.
(L)County
agencies will purchase service units from ODJFS, unless otherwise specified in
the SLAMSA for the
individual county agency.
Service units include, but are not limited to, maintenance,
service, and use of state owned equipment.
(M)Costs
associated with TSSP equipment service units are determined by the initial
equipment and warranty costs to ODJFS. On-going services are included as part
of the service unit at the expense of ODJFS. On-going services include moves,
customer support, software upgrades, and equipment services.
(N)The cataloguecatalog of
network services section of the TSSP displays the networking products and
services available to county agencies. The cataloguecatalog details the estimated costs a county agency
will be subject to when it purchases service units and services that it
specifies on the JFS 01321 that it submits to OIS.
(O)Following the
fulfillment of a request, the ODJFS office of fiscal and monitoring services
(OFMS) will generate an invoice from the Ohio administrative knowledge system
(OAKS) for equipment and services rendered and e-mail it
to the county agency for all requests determined to be the financial
responsibility of the county agency. The county
contact is notified that the invoice has been placed on the county user
experience (UX) sharepoint portal for retrieval. The service unit cost
to the county agency will be the actual invoice cost for each piece of
equipment used and warranty purchased. Available TSSP service units may be
found in the cataloguecatalog
of network services section of the TSSP.
(P)When a request
involves recurring charges, such as monthly data line
fees, the county will be invoiced on a recurring basis. These invoices
will utilize the same payment process as the other TSSP invoices.
(Q)County
agencies and one-stops will pay the invoice by
sending a check, made payable to the "Treasurer, State of Ohio," and
including a copy of the invoice with the check. Remit payments to the following
address:
"Huntington National Bank
ODJFS
L-3659
Columbus, Ohio 43260"
(R)If payment is
not received within sixty calendar days, the ODJFS office of fiscal and
monitoring services will notify the county agency via a
memo.
(S)If payment is
not received within ninety calendar days, the ODJFS office of fiscal and
monitoring services will recover the funds via an adjustment to the county
agency's advance.
(T)County
agencies shall use the JFS 02750 "Child Support Enforcement Agency (CSEA)
Quarterly Financial Statement", JFS 02820 " Children Services
Quarterly Financial Statement", or JFS 02827 "Public Assistance (PA)
Quarterly Financial Statement" to report TSSP expenditures.
(U)OIS will
update the TSSP as dictated by changes in technology, service unit pricing, or
available service offerings. The most current version of the TSSP is available
on the OIS websitecounty
user experience (UX) sharepoint portal.
Effective: 4/4/2024
Certification: CERTIFIED ELECTRONICALLY
Date: 03/25/2024
Promulgated Under: 111.15
Statutory Authority: 5101.02
Rule Amplifies: 5101.02
Prior Effective Dates: 02/01/2006, 07/01/2007, 07/01/2009,
01/01/2016, 10/13/2018