Loading...
HomeMy WebLinkAbout100-21POLICY & PROCEDURE Subject: ELECTRONIC AND INFORMATION TECHNOLOGY, MANAGEMENT AND USAGE Index: Executive Services Department (IT) Number: 100-21 (replaces 250-13, 250-14, and 250-15) Effective Date: 8/1/2024 Supersedes: 5/1/2007 Page: 1 of 6 Staff Contact: Kristi Rowland, Deputy CAO Approved By: 1.0 PURPOSE: To establish a citywide policy and procedure that assigns central management responsibility to the Information Technology Division as well as outline and assign responsibilities to of each department regarding procurement and use of new electronic and information technology solutions. This may include but is not limited to desktop and laptop computers and peripheral equipment, servers and storage devices, printers, switches and routers, copier and fax equipment, cell phones, and SaaS and on-prem software solutions. Equipment maintenance and contracts, usage tracking, purchase order processing, procurement of operating supplies and product evaluation may be part of any procurement. This policy is necessary to control and standardize the electronic and technology solutions used by the City to ensure the City obtains the best government pricing and service levels and complies with technology standards and services regarding all technology and operating solutions. 2.0 ORGANIZATIONS AFFECTED: All departments of the City of Renton and any agencies contracting with the City of Renton to support its technology needs. 3.0 REFERENCES: •Ordinance No. 4408, Section V, Paragraph G•Policy 100-1: Policy and Procedure Documents•Policy & Procedure 400-12, Recycled Product Procurement, Section 6.1.G•Policy 100-05: Disclosure of Public Records and Information•Policy 100-09: Email Use and Retention•Policy 250-02: Procurement Requirements 4.0 POLICY: It is the policy of the City of Renton to centrally manage the purchase, lease, rental, maintenance, and renewal of all electronic and information technology devices and Electronic and Information Technology Device Procurement, Management and Usage Policy Policy & Procedure 100-21 p. 2 solutions as necessary to meet the needs of the City and all departments therein. The Information Technology Division of the Executive Services Department has been assigned these central management and control responsibilities. No City department is to individually contract, purchase, lease, rent, or obtain electronic and/or associated information technology devices that are not negotiated and procured through the central process controlled and managed by the Information Technology Division. 5.0 COMPLIANCE: This policy shall take effect upon publication. Compliance is expected with all enterprise policies and standards. Policies and standards may be amended at any time. If compliance with this standard is not feasible or technically possible, or if deviation from this policy is necessary to support a business function, entities shall request an exception through the Information Technology Director’s exception process. 6.0 DEFINITIONS OF KEY TERMS: Term Definition Cell Phone A cell phone is defined as equipment capable of wireless voice communication using any commercial, governmental, or private network service. Copier A copier is defined as equipment capable of reproducing printed matter onto a variety of media, such as various types of paper or transparency material. Designated Department Staff Designated department staff are people in each department that are assigned to a responsibility by their department management. Double Sided or Duplex Defined as printing on both sides of a sheet of paper as opposed to on a single side. Fax A fax is defined as equipment capable of scanning a document and sending or receiving a picture of a document via telephony. IT Division The IT Division is the Information Technology Division of the Executive Services Department. Contact the Client Technology Services department at (425) 430-6870. Electronic and Information Technology Device Procurement, Management and Usage Policy Policy & Procedure 100-21 p. 3 Computer/Workstation A desktop, laptop, tablet, PC, hand-held or mobile device used by staff in the conduct of City business. Network Equipment A switch, router, UPS (uninterruptible power supply), network monitoring device, firewall, intrusion detection device, scanner and other equipment central to the City’s network infrastructure. Server A computer or system that provides resources, data, services, or programs to client computers over the City network. Other Technology/Electronic Devices This category should be construed broadly and includes any device used for personal productivity that connects to the City’s network, or a commercial or private telecommunications carrier. Pager A pager is defined as equipment capable of receiving and sending digital text messages, alarm notifications, etc. Peripheral Equipment Includes but is not limited to mice, keyboards, headsets, monitors, scanners, modems, and special drive devices. Printer Any printer that is connected to the City’s network or a City asset via USB or Bluetooth connection. SaaS Software as a Service Staff Persons employed by the City. 7.0 CONTACT INFORMATION: Submit all inquiries and requests for future enhancements to the IT Director. 8.0 REVISION HISTORY: This policy shall be reviewed at least once every year to ensure relevancy. Date Description of Change Reviewer 10/20/2023 Initial consolidation and modernization Brett Tietjen 10/26/2023 Review Young Yoon Electronic and Information Technology Device Procurement, Management and Usage Policy Policy & Procedure 100-21 p. 4 9.0 PROCEDURES: 9.1 Information Technology Division’s (IT Division) Responsibilities: 1. The IT Division oversees and manages all electronic and information technology, associated devices, policy, and procedures. Technology procurement should be completed per policy 250-02: Procurement Requirements. 2. The IT Division is responsible for maintaining a record of all electronic and information technology solutions within the City. This record may include the make, model, serial number, purchase information, and other identified data. IT uses this record to identify the equipment assets and to identify equipment that needs to be upgraded or downgraded. Specific information (serial numbers, model numbers, etc.) will be provided to the IT Division by designated department staff when requested by the IT Division. 3. When applicable, it is the responsibility of the IT Division to contact computer technology and associated device and solution vendor(s) to identify and negotiate the purchase, lease, or rental on behalf of the City. 4. It is the responsibility of the IT Division staff to process payment on monthly invoices for all provided technology equipment. 5. The IT Division will consult with customers and users to evaluate their need, and utilize their expertise to suggest a solution in the best interest of the City. 6. The Information Technology Division, in concert with City departments, will manage the City’s computer replacement program based on a five year replacement cycle. 7. Information Technology will develop and modify, based on need, the computer standards employed by the City. 8. Information Technology may monitor technology usage for performance benchmarking, virus/spam filtering and avoidance, intrusion detection, file storage capacity trending, etc. All information produced or obtained using the City’s technology systems is subject to the City’s Disclosure of Public Records and Information Policy as referenced in Policy 100-05 and is the property of the City of Renton. 9.2 Department Management Responsibilities: Electronic and Information Technology Device Procurement, Management and Usage Policy Policy & Procedure 100-21 p. 5 1. Responsible for identifying the staff that will work with the IT Division in evaluating and/or procuring equipment to meet departmental requirements. 2. As applicable, it is the responsibility of department management to assign support staff tasked with the responsibility of overseeing and managing the electronic and technology solutions provided to their department. 9.3 Designated Department Staff Responsibilities: 1. It is the responsibility of designated department staff to assure that the vendor has programmed the appropriate user codes for their department into any new equipment as applicable. 2. Designated department staff shall obtain their paper supplies from the City Print/Mail Services division. 3. Designated department staff shall place all needed service calls for provided equipment. All maintenance or repair service calls must be handled in accordance with the maintenance contract between the City and the vendor for that equipment. Department staff shall forward service and delivery receipts to the IT Division (itbilling@rentonwa.gov) for payment. 4. Designated department staff shall work with the IT Division staff to communicate present and future technology plans to assist Information Technology in the development of a Capital Improvement Program designed to meet the business and operating needs of the department and City. 9.4 Electronic and Information Technology Device Usage: 1. To reduce costs, high volume print jobs are to be referred to Print & Mail Services for production. Print & Mail Services maintains both black&white and color copiers intended for high-volume, high-speed production. 2. It is the responsibility of the IT Division to ensure the most cost-effective service plans based on usage. 3. Personal cell phones and other personal electronic devices procured by an employee through vendor promotion, discount, etc., will be at the employee's discretion and in no way financially obligate the City. Electronic and Information Technology Device Procurement, Management and Usage Policy Policy & Procedure 100-21 p. 6 4. It is the responsibility of every City employee using city-provided cell phones and other personal electronic devices to limit their usage to City business. 5. Computer technology and associated devices are provided for business use by staff. However, some “occasional but limited” personal use of equipment/devices covered by this policy may be permitted (see section 9.4, subsection 6 below). 6. “Occasional but limited” use is permitted. Examples of “occasional but limited" use include: a) Use of e-mail (or phone) during breaks to confirm that children have arrived home safely from school; b) Wishing a “happy birthday” or advising of an “agency” social event over e-mail; c) Advising employees of recreation community center activities or opportunities; d) Use of the Internet to retrieve general information during non- working time (i.e., reading the newspaper on-line). e) A city officer or employee may use city resources for wellness or combined fund drive activities as long as use conforms with this subsection or as otherwise authorized in city policy and rule. 7. International use of technology (cell, email, VPN) is prohibited unless specifically requested and approved in writing; a) by the department Administrator for international email access b) by the second level manager for access to files of employees no longer employed by the City. c) International cell phone usage is disallowed by default but can be allowed on a case-by-case basis for additional fees, by request. 9.5 Computer Technology and Associated Device Training: 9.6 Training in the use of assigned devices and other standard enterprise solutions will be provided at the time of provisioning. Role-specific training is the responsibility of the manager. Additional support may be facilitated by request to the IT Division via the Staff Support Portal.