2011 Florida Statutes
State data center system; agency duties and limitations.
State data center system; agency duties and limitations.
282.201 State data center system; agency duties and limitations.—A state data center system that includes all primary data centers, other nonprimary data centers, and computing facilities, and that provides an enterprise information technology service as defined in s. 282.0041, is established.
(1) INTENT.—The Legislature finds that the most efficient and effective means of providing quality utility data processing services to state agencies requires that computing resources be concentrated in quality facilities that provide the proper security, infrastructure, and staff resources to ensure that the state’s data is maintained reliably and safely, and is recoverable in the event of a disaster. Efficiencies resulting from such consolidation include the increased ability to leverage technological expertise and hardware and software capabilities; increased savings through consolidated purchasing decisions; and the enhanced ability to deploy technology improvements and implement new policies consistently throughout the consolidated organization. Therefore it is the intent of the Legislature that agency data centers and computing facilities be consolidated into primary data centers to the maximum extent possible by 2019.
(2) AGENCY FOR ENTERPRISE INFORMATION TECHNOLOGY DUTIES.—The Agency for Enterprise Information Technology shall:
(a) Collect and maintain information necessary for developing policies relating to the data center system, including, but not limited to, an inventory of facilities.
(b) Annually approve cost-recovery mechanisms and rate structures for primary data centers which recover costs through charges to customer entities.
(c) By September 30 of each year, submit to the Legislature, the Executive Office of the Governor, and the primary data centers recommendations to improve the efficiency and cost-effectiveness of computing services provided by state data center system facilities. Such recommendations must include, but need not be limited to:
1. Policies for improving the cost-effectiveness and efficiency of the state data center system, which includes the primary data centers being transferred to a shared, virtualized server environment, and the associated cost savings resulting from the implementation of such policies.
2. Infrastructure improvements supporting the consolidation of facilities or preempting the need to create additional data centers or computing facilities.
3. Uniform disaster recovery standards.
4. Standards for primary data centers which provide cost-effective services and transparent financial data to user agencies.
5. Consolidation of contract practices or coordination of software, hardware, or other technology-related procurements and the associated cost savings.
6. Improvements to data center governance structures.
(d) By October 1 of each year beginning in 2011, provide recommendations to the Governor and Legislature relating to changes to the schedule for the consolidations of state agency data centers as provided in subsection (4).
1. The recommendations must be based on the goal of maximizing current and future cost savings by:
a. Consolidating purchase decisions;
b. Leveraging expertise and other resources to gain economies of scale;
c. Implementing state information technology policies more effectively; and
d. Maintaining or improving the level of service provision to customer entities.
2. The agency shall establish workgroups as necessary to ensure participation by affected agencies in the development of recommendations related to consolidations.
(e) Develop and establish rules relating to the operation of the state data center system which comply with applicable federal regulations, including 2 C.F.R. part 225 and 45 C.F.R. The agency shall publish notice of rule development in the Florida Administrative Weekly by October 1, 2011. The rules must address:
1. Ensuring that financial information is captured and reported consistently and accurately.
2. Identifying standards for hardware, including standards for a shared, virtualized server environment, and operations system software and other operational software, including security and network infrastructure, for the primary data centers; requiring compliance with such standards in order to enable the efficient consolidation of the agency data centers or computing facilities; and providing an exemption process from compliance with such standards, which must be consistent with paragraph (5)(b).
3. Requiring annual full cost recovery on an equitable rational basis. The cost-recovery methodology must ensure that no service is subsidizing another service and may include adjusting the subsequent year’s rates as a means to recover deficits or refund surpluses from a prior year.
4. Requiring that any special assessment imposed to fund expansion is based on a methodology that apportions the assessment according to the proportional benefit to each customer entity.
5. Requiring that rebates be given when revenues have exceeded costs, that rebates be applied to offset charges to those customer entities that have subsidized the costs of other customer entities, and that such rebates may be in the form of credits against future billings.
6. Requiring that all service-level agreements have a contract term of up to 3 years, but may include an option to renew for up to 3 additional years contingent on approval by the board, and require at least a 180-day notice of termination.
(3) STATE AGENCY DUTIES.—
(a) For the purpose of completing its work activities as described in subsection (1), each state agency shall provide to the Agency for Enterprise Information Technology all requested information and any other information relevant to the agency’s ability to effectively transition its computer services into a primary data center. The agency shall also participate as required in workgroups relating to specific consolidation planning and implementation tasks as assigned by the Agency for Enterprise Information Technology and determined necessary to accomplish consolidation goals.
(b) Each state agency shall submit to the Agency for Enterprise Information Technology information relating to its data centers and computing facilities as required in instructions issued by July 1 of each year by the Agency for Enterprise Information Technology. The information required may include:
1. Amount of floor space used and available.
2. Numbers and capacities of mainframes and servers.
3. Storage and network capacity.
4. Amount of power used and the available capacity.
5. Estimated expenditures by service area, including hardware and software, numbers of full-time equivalent positions, personnel turnover, and position reclassifications.
6. A list of contracts in effect for the fiscal year, including, but not limited to, contracts for hardware, software and maintenance, including the expiration date, the contract parties, and the cost of the contract.
7. Service-level agreements by customer entity.
(c) Each state agency customer of a primary data center shall notify the data center, by May 31 and November 30 of each year, of any significant changes in anticipated utilization of data center services pursuant to requirements established by the boards of trustees of each primary data center.
(4) SCHEDULE FOR CONSOLIDATIONS OF AGENCY DATA CENTERS.—
(a) Consolidations of agency data centers shall be made by the date and to the specified primary data center as provided in this section and in accordance with budget adjustments contained in the General Appropriations Act.
(b) By December 31, 2011, the following shall be consolidated into the Northwest Regional Data Center:
1. The Department of Education’s Knott Data Center in the Turlington Building.
2. The Department of Education’s Division of Vocational Rehabilitation.
3. The Department of Education’s Division of Blind Services, except for the division’s disaster recovery site in Daytona Beach.
4. The FCAT Explorer.
(c) During the 2011-2012 fiscal year, the following shall be consolidated into the Southwood Shared Resource Center:
1. By September 30, 2011, the Department of Corrections.
2. By March 31, 2012, the Department of Transportation’s Burns Building.
3. By March 31, 2012, the Department of Transportation’s Survey & Mapping Office.
(d) During the 2011-2012 fiscal year, the following shall be consolidated into the Northwood Shared Resource Center:
1. By July 1, 2011, the Department of Transportation’s Office of Motor Carrier Compliance.
2. By March 31, 2012, the Department of Highway Safety and Motor Vehicles.
(e) During the 2012-2013 fiscal year, the following shall be consolidated into the Southwood Shared Resource Center:
1. By September 30, 2012, the Division of Emergency Management and the Department of Community Affairs, except for the Emergency Operation Center’s management system in Tallahassee and the Camp Blanding Emergency Operations Center in Starke.
2. By September 30, 2012, the Department of Revenue’s Carlton Building and Imaging Center locations.
3. By December 31, 2012, the Department of Health’s Test and Development Lab and all remaining data center resources located at the Capital Circle Office Complex.
(f) During the 2012-2013 fiscal year, the following shall be consolidated into the Northwood Shared Resource Center:
1. By July 1, 2012, the Agency for Health Care Administration.
2. By December 31, 2012, the Department of Environmental Protection’s Palmetto Commons.
3. By March 30, 2013, the Department of Law Enforcement’s headquarters location.
(g) During the 2013-2014 fiscal year, the following agencies shall work with the Agency for Enterprise Information Technology to begin preliminary planning for consolidation into a primary data center:
1. The Department of the Lottery’s headquarters location.
2. The Department of Legal Affairs.
3. The Fish and Wildlife Conservation Commission, except for the commission’s Fish and Wildlife Research Institute in St. Petersburg.
4. The Executive Office of the Governor.
5. The Department of Veterans’ Affairs.
6. The Department of Elderly Affairs.
7. The Department of Financial Services’ Hartman, Larson, and Fletcher Building Data Centers.
8. The Department of Agriculture and Consumer Services’ Agriculture Management Information Center in the Mayo Building and Division of Licensing.
(h) During the 2014-2015 fiscal year, the following agencies shall work with the Agency for Enterprise Information Technology to begin preliminary planning for consolidation into a primary data center:
1. The Department of Health’s Jacksonville Lab Data Center.
2. The Department of Transportation’s district offices, toll offices, and the District Materials Office.
3. The Department of Military Affairs’ Camp Blanding Joint Training Center in Starke.
4. The Department of Community Affairs’ Camp Blanding Emergency Operations Center in Starke.
5. The Department of Education’s Division of Blind Services disaster recovery site in Daytona Beach.
6. The Department of Education’s disaster recovery site at Santa Fe College.
7. The Department of the Lottery’s Disaster Recovery Backup Data Center in Orlando.
8. The Fish and Wildlife Conservation Commission’s Fish and Wildlife Research Institute in St. Petersburg.
9. The Department of Children and Family Services’ Suncoast Data Center in Tampa.
10. The Department of Children and Family Services’ Florida State Hospital in Chattahoochee.
(i) During the 2015-2016 fiscal year, all computing resources remaining within an agency nonprimary data center or computing facility shall be transferred to a primary data center for consolidation unless otherwise required to remain in the agency for specified financial, technical, or business reasons that must be justified in writing and approved by the Agency for Enterprise Information Technology. Such data centers, computing facilities, and resources must be identified by the Agency for Enterprise Information Technology by October 1, 2014.
(j) Any agency that is consolidating agency data centers into a primary data center must execute a new or update an existing service-level agreement within 60 days after the specified consolidation date, as required by s. 282.203, in order to specify the services and levels of service it is to receive from the primary data center as a result of the consolidation. If an agency is unable to execute a service-level agreement by that date, the agency shall submit a report to the Executive Office of the Governor and to the chairs of the legislative appropriations committees within 5 working days after that date which explains the specific issues preventing execution and describing its plan and schedule for resolving those issues.
(k) Beginning September 1, 2011, and every 6 months thereafter until data center consolidations are complete, the Agency for Enterprise Information Technology shall provide a status report on the implementation of the consolidations that must be completed during the fiscal year. The report shall be submitted to the Executive Office of the Governor and the chairs of the legislative appropriations committees. The report must, at a minimum, describe:
1. Whether the consolidation is on schedule, including progress on achieving the milestones necessary for successful and timely consolidation of scheduled agency data centers and computing facilities; and
2. The risks that may affect the progress or outcome of the consolidation and how these risks are being addressed, mitigated, or managed.
(l) Each agency identified in this subsection for consolidation into a primary data center shall submit a transition plan to the Agency for Enterprise Information Technology by September 1 of the fiscal year before the fiscal year in which the scheduled consolidation will occur. Transition plans shall be developed in consultation with the appropriate primary data centers and the Agency for Enterprise Information Technology, and must include:
1. An inventory of the agency data center’s resources being consolidated, including all hardware, software, staff, and contracted services, and the facility resources performing data center management and operations, security, backup and recovery, disaster recovery, system administration, database administration, system programming, job control, production control, print, storage, technical support, help desk, and managed services, but excluding application development;
2. A description of the level of services needed to meet the technical and operational requirements of the platforms being consolidated and an estimate of the primary data center’s cost for the provision of such services;
3. A description of resources for computing services proposed to remain in the department;
4. A timetable with significant milestones for the completion of the consolidation; and
5. The specific recurring and nonrecurring budget adjustments of budget resources by appropriation category into the appropriate data processing category pursuant to the legislative budget instructions in s. 216.023 necessary to support agency costs for the transfer.
(m) Each primary data center shall develop a transition plan for absorbing the transfer of agency data center resources based upon the timetables for transition as provided in this subsection. The plan shall be submitted to the Agency for Enterprise Information Technology, the Executive Office of the Governor, and the chairs of the legislative appropriations committees by September 30 of the fiscal year before the fiscal year in which the scheduled consolidations will occur. Each plan must include:
1. An estimate of the cost to provide data center services for each agency scheduled for consolidation;
2. A staffing plan that identifies the projected staffing needs and requirements based on the estimated workload identified in the agency transition plan;
3. The fiscal year adjustments to budget categories in order to absorb the transfer of agency data center resources pursuant to the legislative budget request instructions provided in s. 216.023;
4. An analysis of the cost effects resulting from the planned consolidations on existing agency customers; and
5. A description of any issues that must be resolved in order to accomplish as efficiently and effectively as possible all consolidations required during the fiscal year.
(n) The Agency for Enterprise Information Technology shall develop a comprehensive transition plan, which shall be submitted by October 15th of the fiscal year before the fiscal year in which the scheduled consolidations will occur to each primary data center, to the Executive Office of the Governor, and the chairs of the legislative appropriations committees. The transition plan shall be developed in consultation with agencies submitting agency transition plans and with the affected primary data centers. The comprehensive transition plan must include:
1. Recommendations for accomplishing the proposed transitions as efficiently and effectively as possible with minimal disruption to customer agency business processes;
2. Strategies to minimize risks associated with any of the proposed consolidations;
3. A compilation of the agency transition plans submitted by agencies scheduled for consolidation for the following fiscal year; and
4. Revisions to any budget adjustments provided in the agency or primary data center transition plans.
(o) Any agency data center scheduled for consolidation after the 2011-2012 fiscal year may consolidate into a primary data center before its scheduled date contingent upon the approval of the Agency for Enterprise Information Technology.
(5) AGENCY LIMITATIONS.—
(a) Unless authorized by the Legislature or as provided in paragraphs (b) and (c), a state agency may not:
1. Create a new computing facility or data center, or expand the capability to support additional computer equipment in an existing computing facility or nonprimary data center;
2. Spend funds before the agency’s scheduled consolidation into a primary data center to purchase or modify hardware or operations software that does not comply with hardware and software standards established by the Agency for Enterprise Information Technology pursuant to paragraph (2)(e) for the efficient consolidation of the agency data centers or computing facilities;
3. Transfer existing computer services to any data center other than a primary data center;
4. Terminate services with a primary data center or transfer services between primary data centers without giving written notice of intent to terminate or transfer services 180 days before such termination or transfer; or
5. Initiate a new computer service if it does not currently have an internal data center except with a primary data center.
(b) Exceptions to the limitations in subparagraphs (a)1., 2., 3., and 5. may be granted by the Agency for Enterprise Information Technology if there is insufficient capacity in a primary data center to absorb the workload associated with agency computing services, if expenditures are compatible with the scheduled consolidation and the standards established pursuant to paragraph (2)(e), or if the equipment or resources are needed to meet a critical agency business need that cannot be satisfied from surplus equipment or resources of the primary data center until the agency data center is consolidated.
1. A request for an exception must be submitted in writing to the Agency for Enterprise Information Technology. The agency must accept, accept with conditions, or deny the request within 60 days after receipt of the written request. The agency’s decision is not subject to chapter 120.
2. At a minimum, the agency may not approve a request unless it includes:
a. Documentation approved by the primary data center’s board of trustees which confirms that the center cannot meet the capacity requirements of the agency requesting the exception within the current fiscal year.
b. A description of the capacity requirements of the agency requesting the exception.
c. Documentation from the agency demonstrating why it is critical to the agency’s mission that the expansion or transfer must be completed within the fiscal year rather than when capacity is established at a primary data center.
(c) Exceptions to subparagraph (a)4. may be granted by the board of trustees of the primary data center if the termination or transfer of services can be absorbed within the current cost-allocation plan.
(d) Upon the termination of or transfer of agency computing services from the primary data center, the primary data center shall require information sufficient to determine compliance with this section. If a primary data center determines that an agency is in violation of this section, it shall report the violation to the Agency for Enterprise Information Technology.
(6) RULES.—The Agency for Enterprise Information Technology may adopt rules to administer this part relating to the state data center system including the primary data centers.
History.—s. 8, ch. 2008-116; s. 24, ch. 2009-21; s. 8, ch. 2009-80; s. 44, ch. 2010-5; s. 2, ch. 2010-148; s. 5, ch. 2011-50.