Central Finance FAQs

What is Central Finance responsible for?
Central Finance consists of 3 teams: the Budget Office, Financial Operations, and Accounting. These teams are responsible for the planning, coordination, supervision and evaluation of the financial operations of the Governor’s Office of Information Technology, including the OIT budget, legislation affecting IT budgets, internal accounting, and common policy.  

How do I contact Central Finance?
The best means for contacting Central Finance is emailing oit_budgetoffice@state.co.us.

What’s the process for obtaining OIT input on fiscal notes? 
It is the policy of OIT Central Finance to review all legislation for possible IT impacts.  If your department receives legislation that has not been assessed for IT impact, please contact OIT Central Finance at oit_fiscalnotes@state.co.us.  

What’s the process for coordinating funding requests with OIT impacts? 
Central Finance budget staff review all department funding requests that may have an IT impact. OIT budget staff contacts the applicable services within OIT to determine if there is a fiscal impact.  

What is Common Policy? 
Common Policy is the methodology used to allocate IT costs to departments. OIT is funded through reappropriated funds and recovers a majority of its costs from an IT common policy line item that is allocated to departments. “Reappropriated funds” means that as OIT’s customers, departments are appropriated funding in their annual budgets and then pay OIT for service provided. 

Common Policy based services have their customers, costs, and usage estimated at the start of a fiscal year. The actual usage and amount of money due are then recalculated at the end of the fiscal year.

Common Policy based services include, but are not limited to: email; data storage; IT security; Public Safety Communications; Deskside Support; Service Desk; project management; and back office leadership.

Most of OIT’s services and functions are covered via Common Policy but some services are outside of Common Policy. 

Non-Common Policy Services include, but are not limited to: Voice services; short term legislative mandates; new change requests and initiatives; extra project management; ad hoc technical needs.

Who do I contact with questions related to my OIT Common Policy billing? 
The best means for contact is emailing oit_budgetoffice@state.co.us.

Why are OIT costs allocated through Common Policy and not billed directly in real time? 
  • Utilization metrics are difficult to extract to a billing on a monthly basis. 
  • It is difficult to determine increases and decreases in utilization. 
  • Common Policy is difficult to adjust real-time. 
How are Common Policy rates determined? 
Estimated recoverable costs divided by the estimate total service utilization determines the estimated rate for each service for the upcoming budget year. Estimated recoverable costs are the sum of estimated professional services, estimated operating expenditures, and estimated overhead expenditures (leased space, utilities, overhead).  
  • Estimated Recoverable Costs/Estimated Total Service Utilization = Billing Rate
  • Estimated Recoverable Costs = Estimated Personal Services Expenditures + Estimated Operating Expenditures + Estimated Overhead Expenditures
A rate is determined for each service that is billed to departments via Common Policy.  It is estimated for the formulation of the budget year. At the end of the budget year it is calculated again with actual utilization.
How do I know I am getting what I am paying for? 
The amount charged through Common Policy billing pays for a specified level of service.  This service is set through the Service Level Agreement (SLA) that is agreed upon by the department and OIT.  Issues related to service delivery and service level agreements are handled by the Chief Customer Office.

If a department wishes to enhance a service or has additional projects that require OIT services there are various options for increasing a service level.  Please contact your IT Director and/or Central Finance to discuss which options best fit the needs of your department.
How many FTE are allocated to each department?
OIT delivers services as an enterprise solution.  Service levels are not provided by allocating a certain number of staff to a department.  Personnel are assigned duties based on workflows across all state departments.  One employee often completes work for many departments.  Employees are moved to different tasks on an as needed basis.  There are cases in which specific personnel have been assigned to a department for ease of operations.  This happens in cases when it is operationally advantageous for the specific workload and systems.  However, OIT does not provide a service based on number of staff assigned.