The Agency proposes to amend and update language related to invoicing of state data center customers, cost-recovery methodology, and communications with customers regarding service utilization.

 

AGENCY FOR STATE TECHNOLOGY

RULE NO.:RULE TITLE:

74-3.007Budgeting and Accounting; State Data Center Cost-Recovery Methodology

PURPOSE AND EFFECT: The Agency proposes to amend and update language related to invoicing of state data center customers, cost-recovery methodology, and communications with customers regarding service utilization.

SUMMARY: This amendment will update the budget and accounting procedures applicable to state data center customers.

SUMMARY OF STATEMENT OF ESTIMATED REGULATORY COSTS AND LEGISLATIVE RATIFICATION:

The Agency has determined that this will not have an adverse impact on small business or likely increase directly or indirectly regulatory costs in excess of $200,000 in the aggregate within one year after the implementation of the rule. A SERC has not been prepared by the Agency.

The Agency has determined that the proposed rule is not expected to require legislative ratification based on the statement of estimated regulatory costs or if no SERC is required, the information expressly relied upon and described herein: the economic and budgetary review conducted by the Agency.

Any person who wishes to provide information regarding a statement of estimated regulatory costs, or provide a proposal for a lower cost regulatory alternative must do so in writing within 21 days of this notice.

RULEMAKING AUTHORITY: 282.0051(19) FS.

LAW IMPLEMENTED: 282.0051(11)(e) FS.

A HEARING WILL BE HELD AT THE DATE, TIME AND PLACE SHOWN BELOW:

DATE AND TIME: April 24, 2017, 3:00 p.m.

PLACE: First District Court of Appeal, 2000 Drayton Drive, Room 1183, Tallahassee, Florida 32399

Pursuant to the provisions of the Americans with Disabilities Act, any person requiring special accommodations to participate in this workshop/meeting is asked to advise the agency at least three days before the workshop/meeting by contacting: Kirk Zerkle at [phone] or at [e-mail]. If you are hearing or speech impaired, please contact the agency using the Florida Relay Service, 1(800)955-8771 (TDD) or 1(800)955-8770 (Voice).

THE PERSON TO BE CONTACTED REGARDING THE PROPOSED RULE IS: Kirk Zerkle at [phone] or at [e-mail].

 

THE FULL TEXT OF THE PROPOSED RULE IS:

 

74-3.007 Budgeting and Accounting; State Data Center Cost-Recovery Methodology.

The State Data Center (SDC) is responsible for developing and implementing cost-recovery mechanisms that recover the full direct and indirect cost of services through charges to applicable customer entities. To ensure the costs of providing data center services are equivalent to costs charged to customer entities the SDC will follow the following budget methodology:

(1) Initial annual estimate. Before the start of each fiscal year the SDC will estimate both the total annual anticipated cost to operate the SDC and the projected customer entity utilization of data center services. These estimates will be used by the SDC to create an initial annual budget projection for SDC customer entities the upcoming fiscal year.

(2) Monthly invoicing Invoicing and payments . Customer entity monthly invoicing and payment will be managed as follows:

(a) Customer entities will be invoiced monthly or quarterly for services, based on the projections as provided in (1), or based on actual appropriations as stated in the General Appropriations Act plus carry-forward adjustments. However, provided in the previous month; however, the SDC may pre-bill customer entities to ensure the SDC has sufficient revenue to satisfy operating financial obligations it may have with the Department of Financial Services.

(b) With the exception of paragraph (2)(a) above, customer entities will only be invoiced for products and service consumed or used by the customer entity.

(b)(c) The actual cost for services provided to customer entities will be adjusted, monthly and at the close of each fiscal year, to ensure all products and services consumed or used by the customer entity are trued-up based on actual utilization actual costs to operate the SDC are satisfied.

(c)(d) Customer entities will receive an email electronic mail communication from AST the SDC billing system providing them with a link to access their invoices no later than twenty (20) days after the last day of the prior month.

(d) Monthly, customer entities will receive an email communication from AST providing them with information to access their service utilization data detail.

(3) Customer entity payments. Payment to the SDC for services provided to customer entities will be due in full upon receipt, but no later than forty (40) days after receipt of an invoice by a customer entity. Payment from state customer entities will be made by way of electronic journal transfer to the SDC. If a customer entity disputes a line item invoice charge and the dispute is found by the SDC to be valid, an appropriate credit will be included on a subsequent customer entity invoice within sixty (60) days of resolution.

Rulemaking Authority 282.0051(18) FS. Law Implemented 282.0051(11)(e) FS. History‒New 6-16-16, Amended              .

 

NAME OF PERSON ORIGINATING PROPOSED RULE: Sharon Bradford, Chief Budget Officer

NAME OF AGENCY HEAD WHO APPROVED THE PROPOSED RULE: Eric Larson, Interim Executive Director

DATE PROPOSED RULE APPROVED BY AGENCY HEAD: March 29, 2017

DATE NOTICE OF PROPOSED RULE DEVELOPMENT PUBLISHED IN FAR: March 3, 2017