HomeMy WebLinkAbout250-15SY O S
POLICY & PROCEDURE
NT
Subject:
COMPUTER, SERVER, PRINTER, NETWORKING Index: Finance & Information Services
DEVICES AND OTHER TECHNOLOGY DEVICE Number: 250-15
PROCUREMENT, MANAGEMENT, AND USAGE
Effective Date Supersedes Page Staff Contact Approved By
5/1/2007 N/A 1 of 4 Michael E. Bailey '.w c.,
1.0 PURPOSE:
To establish a citywide policy and procedure that assigns central management responsibility, and
assigns responsibilities to each department/division regarding: procurement of computer technology,
network servers, printers, network devices (routers, hubs, switches, etc.) and other
technology/electronic devices, maintenance contracts, usage tracking, equipment maintenance,
purchase order processing, procurement of operating supplies, and equipment usage.
This policy is necessary to control and standardize the computer technology and associated devices
used by the City to ensure that the City obtains the best government pricing, service level, maintains
technology standards where appropriate, available computer technology including all computer
technology and associated devices, maintenance services, accessories, and operating supplies.
2.0 ORGANIZATIONS AFFECTED:
All departments/divisions of the City of Renton and any agencies contracting with the City of Renton
to support its technology needs.
3.0 REFERENCES:
Policy 100-05: Disclosure of Public Records and Information
Policy 210-15: E-Mail System
Policy 240-06: Internet Access and Use
Policy 250-13: Copier and Fax Machine Procurement, Management, and Usage
Policy 250-14: Procurement, Management, and Usage of Cell Phones, PDAs, Pagers, and
Other Personal Electronic Devices
4.0 POLICY:
It is the policy of the City of Renton to centrally manage the purchase, lease, or rent of all computer
technology including micro-computers, network servers, printers, network devices (routers, hubs,
switches, etc.) and other technology/electronic devices based on the needs of the
departments/divisions. It is also the policy of the City of Renton to centrally manage and control the
negotiation and approval of all maintenance contracts on all computer technology and associated
devices. The Information Services Division of the Finance & Information Services Department is
assigned the central management and control responsibilities.
No City department/division is to individually contract, purchase, lease, rent, or obtain computer
technology and associated devices that are not negotiated and procured through the central process
controlled and managed by the Information Services Division.
Policy: 250-15
Page 2 of 4
5.0 DEFINITIONS:
5.1 Micro-computer: A desktop/display, laptop, tablet pc, hand-held, or mobile device used by
staff in the conduct of City business.
5.2 Network Equipment: A switch, router, uninterruptible power supply, hub, monitoring
equipment, firewalls, intrusion detection devices, virus/spam scanners and other equipment
central to the functioning of the City's network infrastructure.
5.3 Network Server: A server is defined as equipment capable of hosting an application,
database, print/file services or providing those services necessary to the functional
requirements of the City's networking system.
5.4 Printer: Any printer that is connected to the City's network.
5.5 Peripheral Equipment: Includes but is not limited to scanners, modems, special drive
devices.
5.6 Other Technology/Electronic Devices: This category should be construed broadly and
includes any device used for personal productivity that connects to the City's networking
system, commercial or private telecommunications carrier.
5.7 Designated Department/Division Staff: For the purpose of this policy, designated
department/division staff are persons in each department/division that are assigned to a
responsibility by their department/division management.
5.8 IS Division: For the purpose of this policy, the IS Division is the Information Services
Division of the Finance & Information Services Department. Contact the Information
Services Division Help Desk at 425.430.6870.
5.9 Staff: For the purpose of this policy, staff ineans those employed by the City.
6.0 PROCEDURE:
6.1 Information Services Division's (IS Division) responsibilities:
6.1.1 The IS Division oversees and manages all computer technology and associated
devices policy and procedures. Information Services is responsible for the centralized
management and control on the purchase, lease, or rental of all computer technology
and associated devices and maintenance contracts for the City of Renton.
6.1.2 The IS Division is responsible for maintaining a record of all computer technology
and associated devices within the City, which record includes the make, model, serial
number, purchase information, and other identified data. Information Services uses
this record to identify the equipment assets and to identify equipment that needs to be
upgraded or downgraded.
Policy: 250-15
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6.1.3 It is the sole responsibility of the IS Division to contact computer technology and
associated devices vendor(s) to identify and negotiate the purchase, lease, or rental of
all computer technology and associated devices on behalf of the City. The IS Division
will consult with customers and users, and utilize their expertise when in the best
interest of the City.
6.1.4 Information Services, in concert with City departments, will manage the City's
computer replacement program based on a five year replacement cycle.
6.1.5 Information Services will develop and modify, based on need, the computer standards
employed by the City.
6.1.6 Information Services may monitor technology usage for performance benchmarking,
virus/spam filtering/avoidance, intrusion detection, and file starage capacity trending.
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 and is
the property of the City of Renton.
6.2 Department/Division Management responsibilities:
6.2.1 Responsible for identifying their designated staff inember to work with the IS Division
in identifying replacement and/or new needs within the department.
6.3 Designated Department/Division Staff responsibilities:
6.3.1 Designated department/division staff shall assure that all supplies required by
computer technology and associated devices vendor under their responsibility are in
stock and available for the equipment to include printer toner cartridge
inventory/ordering. Staff shall arrange, through IS, for the procurement of any needed
supplies. Supplies for some equipment may be obtained from suppliers other than the
original equipment vendor/manufacture for cost or vendor performance reasons.
63.2 Designated department/division staff shall place all needed service calls for assigned
equipment through the IS Division Help Desk. All maintenance or repair service calls
relating to this equipment shall be handled in accordance with the maintenance
contract between the City and the vendor for that equipment.
6.3.3 Designated department/division staff shall work with the IS Division staff to
communicate present and future technology plans to assist Information Services in the
development of a Capital Improvement Program designed to meet the business and
operating needs of the department and City.
6.4 Computer technology and associated device usage:
6.4.1 Computer technology and associated devices are acquired for business use by staff.
However, some "occasional but limited" personal use of equipment/devices covered
by this policy may be permitted (see 6.4.2). Each department shall monitor and
manage the use of technology equipment by its employees. IS Division staff shall
assist departments in this responsibility as requested.
Policy: 250-15
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6.4.2 "Occasional but limited" use as defined by WAC 292-110-010 is permitted.
Examples of"occasional but limited" use as defined by WAC 292-110-010 include:
6.4.2.1 Use of e-mail (or phone) during breaks to confirm that children have arrived
home safely from school;
6.4.2.2 Wishing a"happy birthday" or advising of an "agency" social event over
e-mail;
6.4.2.3 Advising employees of recreation community center activities or
opportunities;
6.4.2.4 Use of the Internet to retrieve general information during non-working time
i.e., reading the newspaper on-line).
6.5 Computer technology and associated device training:
6.5.1 Each staff inember using a micro-computer receives a copy of the City's Computer
Handbook(also available on the Intranet) and training from IS Division staff prior to
using the City's computing systems.
6.5.1.1 This handbook describes how the system is best used and provides short
tutorials on system access, mail/messaging, office productivity suites,
timesheet program, computer viruses, and periodic maintenance.
7.0 ADHERENCE TO THIS POLICY:
7.1 It is the responsibility of department administrators to monitor and manage adherence to this
policy.
7.2 Department administrators, or their designees shall monitor employee conduct to assure
compliance with the policy.
7.3 IS Division staff will assist with policy compliance matters as needed.