150City of Anaheim Administrative Regulation
CHAPTER 1 -ADMINISTRATIVE
Subject: Information Services A.R. 150
Responsibility and Authority Issue Date: Mar. 4, 1991
Revised: Sept. 27, 2002
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Purpose:
The purpose of this Regulation is to establish the responsibility and authority of the
Information Services Division of the Finance Department.
Procedure:
This Regulation encompasses the following areas of technology throughout the City:
Computer hardware, software and related peripheral equipment for any of the following:
1. The City's mainframe computer(s)
2. Minicomputers
3. Servers
4. Personal or Microcomputers
5. GIS/CAD workstations
6. Voice and Data Communications and Networks
7. Wireless Networks
8. Printers
9. Scanners
10. Personal Digital Assistant (PDA)
Applications covered by this Regulation include, but are not limited to:
1. Traditional business systems such as payroll, accounting, work management,
customer billing, etc.
2. Geographic Information Systems and Computer Mapping
3. Computer -aided Design or Drafting
4. Any special purpose systems, such as Emergency Services Dispatching, Library
Circulation, Utilities SCADA (Electric & Water), Document Imaging, Internet,
Intranet, etc.
In order to ensure the most prudent use of City resources and compatibility of systems with
departmental and Information Services Information Technology Plan and objectives,
Information Services will review and approve purchases of computer hardware, software or
consulting service as defined in the following procedures.
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Purchase of Office Automation Hardware and Software:
Departments seeking to purchase office automation equipment and related software should
review the Office Automation Committee (OAC) process, fill out the form and adhere to the
following procedures to ensure that their needs will be met as quickly and accurately as
possible. (Note this procedure relates only to procurement of equipment and packaged or
"generic" software, such as word processing, spreadsheets, graphics, project management,
and similar products.) The OAC process and forms are available on the Intranet.
Requests for services, such as customized software development or PC/networking support,
should be submitted as described in the Request for Information Services procedure.
Information Services staff are always available to provide assistance with these procedures
or to make hardware and software recommendations. They can also provide information on
hardware and software standards. The Office Automation Committee will approve non-
conforming hardware and software where there is an appropriate business justification for its
acquisition.
Software: All software purchases require the submittal of an Office Automation
Equipment/Software Request Form (OAC Form) to Information Services.
NOTE; All software purchases must be charged to expenditure object 9717
(except in the Public Utilities Department, where object 7097 is to be used).
Information Services will deliver software packages to the requestor.
Invoices will be forwarded to Accounting for payment.
Hardware: All equipment purchases require the submittal of an Office Automation
Equipment/Software Request Form (OAC Form) to Information Services.
NOTE; All hardware purchases must be charged to expenditure object 9716
(except in the Public Utilities Department, where object 7096 is to be used).
Requests that conform to the current City standards will be reviewed and sent to the Budget
Division. If approved, they will then be returned to the requesting department for on-line
approval. The department will forward to Purchasing the original OAC paperwork.
Requests that do not conform to the current City standards must include a memorandum
justifying the deviation. The request will then be reviewed by Information Services for
technical issues and by the Budget Division for budgetary and cost/benefit issues. If
approved, the request will be returned to the requesting department for on-line approval.
The department will forward to Purchasing the original OAC paperwork.
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Requests that are denied by either Information Services or the Budget Division will be
returned to the submitter with a memo stating the reason for the denial, along with
suggestions as to how the request could be brought into conformity.
Request for Information Services:
The Information Services Manager is responsible for reviewing and advising the City
Manager of any information services systems, services or applications in use or to be used
by the departments regardless of whether the systems and services are provided by
Information Services itself. In addition, Information Services is responsible for all
information systems and services (including hardware and software) provided by that
department for the use of other departments. Requests include all information services
applications whether they are data or word processing applications. An analysis will be
performed to determine the appropriate hardware (mainframe, client/server, etc.) and
telecommunication requirements.
Request Form:
A Data-37 form will be used to request all information services. Forms are available from
Information Services or on the Intranet. Departments considering Information Services
applications should follow the procedure outlined in the Data-37 instructions available from
the Information Services Division.
Approval of Requests:
All requests should be approved by the requesting department head and forwarded to the
Information Services Manager. All requests will be logged into the Information Services
Project Control System and will be assigned to the appropriate Manager for necessary
action.
Responsibility:
This regulation applies to anyone using or accessing the City of Anaheim network or any
City owned technology assets.
Please refer to Anaheim Municipal Code Chapter 1.04.310.
The Information Services Division is responsible for working in partnership with user
departments in the following areas:
Developing and maintaining the Information Technology Plan and Annual Work
Plan (AWP) for information systems and working with departments in coordinating
the plans with their own strategic business plans.
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2. Evaluating, selecting and establishing up-to-date standards for computer hardware,
software and networks. Standard hardware and software should be reliable, proven
and supported by a wide variety of local vendors. Integration with existing and
planned systems and networks will be a primary factor in setting these standards.
3. Approving the purchase of computer hardware, software and network equipment.
4. Designing and managing data communications network.
5. Ensuring the security of all Information Services operations and the City's data.
6. Assisting in the implementation of office automation systems and providing ongoing
technical support for them.
7. Controlling data input and output.
8. Distributing output reports.
9. Maintaining an up-to-date inventory of microcomputer hardware and networks
throughout the City and arranging for the disposition of equipment no longer used by
departments.
10. Providing hardware and software repairs and support to all departments requesting
such services. In cases where hardware containing confidential information must be
sent out for repair or replacement, Information Services will take appropriate
measures to protect against unauthorized access or disclosure of that information.
11. Providing or arranging for in-house or outside training classes, as requested, for any
software supported as a City approved "standard".
12. Providing limited support, on an hourly -rate basis, for any software acquired by
departments through channels other than set forth in this policy, if requested by
customers. This includes, but is not limited to, user -developed programs, packages
acquired from third parties without Information Services approval, or any generic
software not considered a City standard.
13. Assisting customers in connecting approved microcomputers to the City's mainframe
or any departmental minicomputers, as well as in transferring data between such
systems.
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14. Protecting all data and systems under Information Service's responsibility from
unauthorized use or transfer, keeping back-up copies of all such data and software in
a secure location, and maintaining a Disaster Recovery Plan sufficient to protect the
City's information system in the event of fire, flood, earthquake or other disaster.
15. Developing information processing policies and procedures.
16. Allocating Information Services costs to user departments in an equitable manner.
17. Reporting on the performance of the preceding tasks to the City Manager's Office
through the Anaheim Technical Advisory Committee (ATAC).
Customer Departments are responsible for:
1. Submitting all requests for hardware, software or networks to Information Services
in accordance with the procedures set forth in this Administrative Regulation.
2. Complying with all legal and audit requirements, including ensuring that the spirit
and letter of the laws of copyright and trademark protection are followed in order to
protect the City from civil and/or criminal penalties.
3. Ensuring that critical software and data are backed up and stored in a secure location.
(Information Services can provide secure off -site, vault storage for any media upon
request.) Information of a confidential nature must also be protected from
unauthorized access, disclosure or dissemination to third parties.
4. Protecting all equipment and software from theft or damage, including taking
reasonable precautions to protect hardware in the event of a major earthquake. If
employees are permitted to take equipment and/or software to their homes or other
sites, department managers must ensure that such uses are approved in advance and
that care is taken to protect both the equipment and the City's data, including
appropriate records to help track such equipment when physical inventories are
taken.
5. Providing for maintenance and trouble -shooting of user -developed software or
systems purchased without Information Services approval.
6. Ensuring that all microcomputer software and data is regularly screened for the
presence of computer viruses, which can invade entire networks and destroy both
programs and City -owned data. Information Services can recommend virus
checking products and train staff in their use; however, regular screening for viruses
and repair of the damage they may cause are the customer's responsibility.
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Providing cross training of departmental staff to ensure that the City's business
systems are supported when employee turnover occurs.
Attachments: None