​INFORMATION TECHNOLOGY PROCUREMENT REQUEST APPROVAL PROCESS FISCAL YEAR 2016 GUIDANCE

UNCLASSIFIED//
ROUTINE
R 011830Z FEB 16
FM CNO WASHINGTON DC
TO NAVADMIN
INFO CNO WASHINGTON DC
BT
UNCLAS

NAVADMIN 021/16

MSGID/GENADMIN/CNO WASHINGTON DC/N2N6/SEP//

SUBJ/INFORMATION TECHNOLOGY PROCUREMENT REQUEST APPROVAL PROCESS FISCAL YEAR 
2016 GUIDANCE//



REF/A/MSG/CNO WASHINGTON DC/ 181709ZAUG14//
REF/B/MSG/COMSPAWARSYSCOM SAN DIEGO CA/012023ZDEC11//
REF/C/LTR/CNO WASHINGTON DC/17SEP13//
REF/D/LTR/CNO WASHINGTON DC/23APR14//
REF/E/LTR/CNO WASHINGTON DC/26FEB15//
REF/F/LTR/DON CIO WASHINGTON DC/15MAY15//
REF/G/LTR/DON CIO WASHINGTON DC/20JUL15//
REF/H/LTR/CNO WASHINGTON DC/15MAY13//
NARR/REF A IS NAVADMIN 177/14. REF B ESTABLISHES INFORMATION TECHNOLOGY 
ACQUISITION APPROVAL PROCESS.  REF C DIRECTS THE USE OF THE NAVY INFORMATION 
DOMINANCE APPROVAL SYSTEM (NAV IDAS) INFORMATION TECHNOLOGY PROCUREMENT 
REQUEST PROCESS TO TRACK MULTIFUNCTION DEVICES PROCUREMENTS AND WAIVER 
REQUESTS.  REF D DIRECTS THE MANDATORY USE OF NAV IDAS TO TRACK ENTERPRISE 
LICENSE AGREEMENT SOFTWARE.  REF E IS THE NAVY PORTAL/WEBSITE STRATEGY.  REF 
F IS THE UPDATED GUIDANCE FOR ACQUIRING COMMERCIAL CLOUD SERVICES IN THE 
DEPARTMENT OF THE NAVY.  REF G IS APPROVALS/WAIVERS FOR OBLIGATION OF FUNDS 
FOR DATA SERVERS AND CENTERS.  REF H IS THE DESIGNATION OF COMNAVAIRSYSCOM AS 
THE HELP DESK CONSOLIDATION LEAD//

RMKS/1.  This NAVADMIN replaces reference (a), guidance for the Information 
Technology Procurement Request (ITPR) and approval process.

2.  Information Technology Acquisition Approval Process (ITAAP) ensures 
effective and efficient expenditure of funding to acquire Information 
Technology (IT) capabilities, prevent duplicate investments, provide 
visibility on all Navy IT related expenditures, and ultimately achieve 
strategic sourcing for IT procurement.  Procurement actions for IT may not be 
initiated without an ITPR approval.  Command Contracting Officers and 
Purchasing Agents including those operating at Fleet Logistic Centers will 
not obligate government funds without an approved ITPR control number 
included with the procurement documents.

3.  Once an ITPR has been submitted, each reviewer in the workflow will have 
a total of ten business days to take action on the ITPR.  The reviewer will 
receive notification to act on the request or it will automatically cancel at 
the end of the 10th business day.  Customer Service Representatives (CSRs) 
must ensure minimum delays in the workflow process including the setting of 
proxy reviewers if the assigned reviewer is not available.

4.  All Programs of Record (POR), including Defense Business System requests 
are required to utilize the systems subject matter expert exemption Speed 
Pass.  In addition all PORs and Non PORs are encouraged to submit annual 
Spend Plan requests; an approved spend plan eliminates submitting subsequent 
requests during the fiscal year.

5.  The following IT procurement guidance for FY-16 applies to all IT assets 
including hardware, software, maintenance, contract support, 
telecommunication services, and back office IT that supports tactical 
programs reported in the Program Budget Information System-IT (PBIS-IT) and 
resourced with the Navy appropriated funds.  ITPRs shall be properly scoped 
for the required need, and shall not be segmented to avoid the IT dollar 
thresholds or IT oversight and governance.
    a.  IT assets $25,000 or less, including assets purchased via the 
Government Credit Card program are exempt from this process and do not 
require the submission of an ITPR.  All exempt requests will be reported 
quarterly.  All Echelon II commands will be required to submit an 
organization $25,000 or less quarterly report to Deputy Department of the 
Navy Chief Information Officer Navy (DDCIO (N)).  Restrictions to the $25,000 
threshold can be found in paragraph 6.  For ITPRs less than $500,000 the 
Echelon II Command Information Officer (Echelon II CIO) retains discretion to 
set a local approval threshold amount for assigned Echelon III and below 
commands.  ITPRs $500,000 or greater will route to the DDCIO (N) for 
approval.  ITPRs submitted for $20 million or greater require Chief of Naval 
Operations (N80) staff review. N80 will in coordination with DDCIO (N) 
recommend final approval or disapproval.  If further review is required, N80 
will present the request to the Resources Requirement Review Board (R3B) for 
a final procurement decision.
    b.  Procurement requests must be submitted electronically via Navy 
Information Dominance Approval System (NAV IDAS) for:
        (1) Business mission area programs certified and approved by the 
Defense Business Council/Investment Review Board and non-programs of record 
software, hardware, maintenance, and support services.
        (2) Fleet/OCONUS network centric IT assets (i.e. consolidated afloat 
network enterprise services and
One-Net including all support service contracts regardless of contract value.
        (3) Next Generation (NGEN) program management and network IT 
infrastructure only.
        (4) Cryptologic (UNCLASSIFIED) IT systems including support service 
contracts regardless of contract value.
        (5) IT assets procured using Military Intelligence Program (MIP) and 
National Intelligence Programs funds.
        (6) IT for industrial/base operating support (i.e., heating, 
ventilation, air conditioning, perimeter security, and anti-terrorism force 
protection) including all support service contracts regardless of contract 
value.
        (7) Ashore excepted network infrastructure assets including all 
support service contracts regardless of contract value.
        (8) Commercial off the shelf (COTS) and Government modified off the 
shelf (GOTS) software.
        (9) Telecommunications, commercially supported handheld wireless 
communication devices, non-tactical radios, and telecommunication service 
support contracts regardless of contract value.
        (10) Back office IT that supports oversight and program management 
operations of Program Executive Office, Program Manager Warfare or Program 
Manager Air and Weapon Systems support (i.e., portals, hardware, and software 
tools, engineering services, financial management, installation, and support 
service contracts regardless of contract value).
        (11) Research, Development, Test, and Evaluation laboratory network 
infrastructure that supports weapon system replication, trainers, ranges, and 
simulators, including all service and staff support contracts regardless of 
contract value.
        (12) Small Business Innovative Research pilots/proofs of concept if 
funding source is in PBIS IT.
        (13) Bureau of Medicine and Surgery, IT assets procured using Defense 
Health Agency funds and shipboard IT assets that support Fleet Force Health 
Protection operations, including all staff and service support contracts 
regardless of contract value.
    c.  In alignment with Department of the Navy (DoN)
Multi-Function Devices (MFD) policy, Echelon II Command Information Officers 
must continue to use Defense Logistics Agency (DLA) services for printing 
purchases.  If DLA cannot satisfy the printing requirements, a waiver request 
and Business Case Analysis (BCA) that includes a justification for deviating 
from using DLAs printing services recommendations must be submitted through 
NAV IDAS by the requestor.  Exception to using DLA or requesting an MFD 
waiver exists if you are requesting print services for NGEN.  All print 
services requests for NGEN must be submitted via your NGEN command 
representative. There is no requirement to submit an ITPRs for NGEN print 
services.
    d.  Commands shall continue to submit an ITPR for all software and 
maintenance products procured from any DoN Enterprise License Agreement 
(ELA), and Enterprise Software Initiative (ESI)- this includes all PORs.  
There are no exceptions or approval alternatives no matter the source of 
funding or core products that have been funded by the enterprise (e.g. oracle 
core products).  If a DoN ELA/ESI cannot satisfy the requirements, an 
automated waiver request that includes a justification for deviating from 
using DoN ELA must be submitted through NAV IDAS.  Catalog products, Blanket 
Purchase Agreement (BPA) software products, and core products centrally 
funded and paid annually must have ITPRs submitted within NAV IDAS. Software 
vendors will not initiate procurement actions without ITPR approval.
    e.  Commands must submit an ITPR with detailed justification for the 
procurement or sustainment of portals, websites, and web presence that are 
considered a collaboration or information sharing IT environment used to 
enhance operational or business mission areas.  All portal submissions will 
be reviewed and adjudicated by DDCIO (N) regardless of the total cost.
    f.  Commands must submit an ITPR with a BCA and Engineering   Analysis 
for every Commercial Cloud Computing Services (CCCS) request.  All CCCS 
requests will be reviewed and adjudicated by DDCIO (N).  Negotiations between 
commands and vendors is not authorized.
    g.  To ensure data center and server hardware transactions are compliant 
with the National Defense Authorization Act FY-12 section 2867 waiver review 
and approvals, all requests must be submitted through NAV IDAS, this includes 
all PORs, including major automated information systems, defense business 
systems, and supporting back office IT.  There are no exceptions or approval 
alternatives.
    h.  Commands must submit an ITPR with detailed justification for the 
procurement of new Navy IT help desks or upgrades (technology refresh and 
software/hardware updates) to existing help desks that are on track to be 
consolidated into the Navy Enterprise help desk.  All help desk submissions 
will be reviewed and adjudicated by DDCIO (N).  This includes all PORs, no 
exceptions or approval alternatives.
    i.  Commands must submit an ITPR for the procurement of all WiFi 
connections.  All WiFi connections must be configurable and secured in 
accordance with the Navy�s mobility policy.
    j.  Commands acting as Executive Agents for Department of Defense (DoD) 
programs using non-Navy budget to procure IT hardware, software, maintenance, 
support, or telecommunications in support of other DoD components or non-DoD 
agency programs may submit an ITPR for tracking purposes.  Expenditures for 
such requests will not be reported in the IT expenditure reporting summary.

6.  The following restrictions apply to the $25,000 exemption threshold and 
therefore require ITPR approval:
    a.  All requests for MFD/DLA print services.
    b.  All requests for software/maintenance products using any DoN ELA/ESI.
    c.  All requests for procurement/maintenance support of portals, 
websites, and web presences.
    d.  All requests for commercial cloud computing services.
    e.  All requests for Data Center and server hardware/software waiver 
reviews and approvals.
    f.  All requests for FY-16 approved Defense Business Systems.
    g.  All requests for new Navy IT Help Desks or upgrades, (technology 
refresh and software/hardware updates).
    h.  All requests for new COTS and GOTS applications not registered in the 
DoN Applications Database Management System and not approved for use by the 
assigned Functional Area Manager.
    i.  All requests for contract support services that will exceed the 
$25,000 threshold over the course of the contract (includes option years).

7.  The following are exempt from the ITPR process:
    a.  Weapons and Platform IT designated systems not reported in PBIS-IT 
(e.g., command, control, computer, communications, intelligence, 
surveillance, and reconnaissance (C4ISR).
    b.  Consumables, (e.g., batteries and power supplies, surge protectors, 
paper, toner, ink, compact disc, digital video disc media)
    c.  Peripherals (e.g. Smart Card/CAC readers and sleds, computer monitors 
or televisions used for display purposes, mouse, keyboard, joysticks, 
trackballs, computer microphones, speakers or headsets)
    d.  NGEN priced and un-priced contract line item numbers not associated 
with NGEN program management.
    e.  Consumable spare parts for computers (e.g. motherboards, removable 
internal/external disk drives, memory cards).
    f.  Personnel IT training and subscriptions not reported in the IT 
budget.

8.  Organizational responsibilities:
    a.  Echelon II CIOs and budget submitting offices: reference    and 
incorporate revised policy contained in this NAVADMIN into local regulations 
and standard operating procedures.
    b.  Assigned Type Commander (TYCOM):  NAV IDAS Command Managers must 
assist afloat command users with ITPR submissions and are responsible for 
ensuring the ITPRs they approve for their command and their subordinate 
commands are complete and acceptable.  Pacific Fleet and United States Fleet 
Forces Command CSRs will support TYCOM and afloat command users with ITPR 
submissions as required.
    c.  Command CSRs:  Responsible for modifying and validating streamlined 
workflows, assisting new and existing users aligned to their command in the 
creation of NAV IDAS accounts, ITPR requests, answer general questions about 
the process/tool and communicate new guidance and policy affecting the ITPR 
process.

8.  Point of contact is Mr. Michael Cricchio, OPNAV N2N6BC1 at (571) 256-8510 
or email:  michael.cricchio1(at)navy.mil.

9.  Released by VADM Ted N. Branch, Deputy Chief of Naval Operations for 
Information Dominance, OPNAV N2N6.//

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