HomeMy WebLinkAbout20030230.tiff RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 11.000, COMPUTER
AND EQUIPMENT POLICIES AND PROCEDURES
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS, the Department of Social Services has presented revisions to the
Operations Manual, Section 11.000, Computer and Equipment Policies and Procedures, to the
Board of County Commissioners of Weld County, for consideration and approval, and
WHEREAS, after review, the Board deems it advisable to approve said revisions, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of
Weld County, Colorado, ex-officio Board of Social Services, that the revisions to the Operations
Manual, Section 11.000, Computer and Equipment Policies and Procedures for the Department
of Social Services be, and hereby are, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 22nd day of January A.D., 2003.
BOARD OF COUNTY COMMISSIONERS
WE COUNTY, COLORADO
ATTEST: getki
f�
vi E. Lon Ch it
Weld County Clerk to th o- a'Cii3'
1861 �f' .0"t={
Robert D. sden, Pro- m
BY: i/i . •
Deputy Clerk to the B) U NI F
M. J. G ile
AP OV AST • EXCUSED
�� Willi��2irrl H. J�e
fity A�tbmey �/ A
Glenn Vaad
Date of signature: //�,
2003-0230
SS0030
Computer and Equipment Policies and Procedures
Table of Contents
SECTION: TITLE:
11.100 Policy on Use of Palm Pilot/Cell Phones
11.100.1 Required Use
11.100.2 Safety Issues
11.100.3 Internet Access
11.100.4 Loss of Equipment
11.100.5 Personal Use
11.100.6 Confidential Information
11.200 Policy on Use of E-470 Transponders
11.200.1 Access to Required Procedures in the Use of E-470 Transponders
11.300 Policy and Use of Videoconferencing Equipment
11.300.1 Locations and Primary Usage Designations of Videoconferencing
Equipment
11.300.2 Videoconferencing Equipment Fees and Charges
11.300.3 Procedures for the Use of Videoconferencing Equipment
Computer and Equipment Policies and Procedures
11.300 Policy and Use of Videoconferencing Equipment
Added 1/03
The Department's videoconferencing equipment is for the use of Department staff. The purposes
of the videoconferencing equipment is to:
A. Promote service delivery options for clients, especially for southern Weld County.
B. Increase remote-learning for training and meeting alternatives for Department staff.
C. Encourage collaboration and cooperation with service partners and other counties for the
benefit of Department staff and clients.
11.300.1 Locations and Primary Usage Designations of Videoconferencing Equipment
Added 1/03
A. Main Building Videoconferencing Equipment is located at 315 N. 11'h Avenue—
Building A, Conference Room—2n°Floor, Greeley. It is designated for all Depaitinent
purposes because it was purchased with county administrative funding.
B. Annex Building Videoconferencing Equipment is located at 315 N. 11`h Avenue—
Building B, Conference Room—2nd Floor, Greeley. It is designated for Child Welfare
services because it was purchased with child welfare funding.
C. Southwest County Building Videoconferencing Equipment is located at 4209 WCR
241/2, Conference Room,Longmont. It is designated for Child Welfare purposes because
it was purchased with child welfare funding.
D. Human Services Videoconferencing Equipment is located at 1551 N 17 Avenue-
Computer Laboratory, Greeley. It is designated for Colorado Works purposes because it
was purchased with Colorado Works funding.
11.300.2 Videoconferencing Equipment Fees and Charges
Added 1/03
A. On a Calendar Year basis, the Department will set fees and charges for rental of the
Department's videoconferencing equipment for other location uses not established in
11.200.1 of the Department's Operations Manual.
B. The Department's Business Office will apply the fee to the appropriate funding source to
pay for the internal use of the Department's videoconferencing equipment by Department
staff at locations for other uses not established in 11.200.1 of the Department's Operations
Manual.
C. Other County Departments may have access to the Department's videoconferencing
equipment at the fee rate established for its use, if used for other purposes at locations not
established in 11.200.1 of the Department's Operations Manual. In lieu of fees,the
Department would accept equivalent services through Agreement.
D. The rate established for December 1, 2002 through December 31, 2003, is $161.50 per
hour.
Computer and Equipment Policies and Procedures
11.300.3 Procedures for the Use of Videoconferencing Equipment
Added 1/03
A. Department's Divisions or other County Departments,through Agreement, wishing to
schedule the use of the Videoconferencing Equipment will contact the Department's
Videoconference Coordinator.
B. The request for use of the equipment will specify whether the Department will be a host
site for a conference, or a guest dialing into a conference elsewhere.
C. The individual or group requesting to either host or participate in an established
conference will be referred to as the Customer.
D. For a request to host a conference:
1. The Customer will provide the date and time of the conference, location
preference,contact name and telephone number,name/topic of the conference,
contact name,telephone number, and email address of agencies joining the
conference. The number of telephone lines available will limit the number of
attendees joining the videoconference.
2. The Coordinator will search using GroupWise to determine the availability of the
equipment at the requested location.
3. The Coordinator will schedule the equipment and location in GroupWise and in
the Resource Scheduling System(RSS).
4. The Coordinator will notify the Help Desk of upcoming Videoconference at the
time the equipment is scheduled and again 2-5 days prior to the conference for
testing.
5. The Coordinator will notify Department staff through the Group Wise designation
site of SSRECEPTION of the upcoming conference. This action will facilitate
front desk staff in directing guests to the appropriate room.
6. The Coordinator will notify the Participants by email of the option to test 2-5 days
prior to the scheduled conference. The Coordinator will provide to the
participants the dial in number, speed,and conference identification number, in
addition to a pre-conference protocol checklist.
7. It is the responsibility of the Host Agency to provide any materials(handouts)to
the Customer prior to the conference.
8. Any handouts received by the Coordinator will be forwarded to the Customer for
distribution.
E. For a request to participate in an established conference:
1. The Customer will provide to the Coordinator the date and time of the conference,
contact name, telephone number,name/topic of the conference, and email address
of the agency hosting the conference.
Computer and Equipment Policies and Procedures
2. The Coordinator will search using Group Wise to determine the availability of the
equipment at the requested location.
3. The Coordinator will schedule the equipment and location in GroupWise and in
the RSS and notify the Customer of the acceptance of the conference.
4. The Coordinator will notify the Help Desk of upcoming Videoconference at the
time the equipment is scheduled and again 2-5 days prior to the conference for
testing.
5. The Coordinator will notify SSRECEPTION of the upcoming conference to
facilitate front desk staff in directing guests to the appropriate room.
6. The Coordinator will contact the host agency 2-5 days prior to the scheduled
conference to request a test call in addition to the dial in number, speed, and
conference identification number.
7. It is the responsibility of the Customer requesting the conference to ask the host
site for any materials (handouts)prior to the conference.
8. The Coordinator will forward any handouts received from the host county to the
Customer for distribution to the attendees.
F. Because of the high demand on County's phone lines during Election Day, the use of the
video conferencing equipment will not be permitted on that day.
sisiiiir
2 r t n DEPARTMENT OF SOCIAL SERVICES
C BOX A
GREELEY,CO 80632
' __ WEBSITE:www.co.weld.co.us
1 Administration and Public Assistance(970)352-1551
Child Support(970)352.6933
COLORADO MEMORANDUM
TO: David E. Long, Chair Date: January 17, 2003
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services Jd ul-4\ (l, -�-W`
RE: Revision to Section 11.000, Computer and quipment Policies and
Procedures, Weld County Department of Social Services
Operations Manual
Enclosed for Board approval is a revision to Section 11.000, Computer and Equipment
Policies and Procedures, Weld County Department of Social Services Operations
Manual. This policy was reviewed at the Board's Work Session of November 18, 2002,
and subsequent meetings in December 2002 and January 2003, with Don Warden,
Finance Officer.
The major revision is to add a section in reference to a Policy on Use of
Videoconferencing Equipment— 11.300 through 11.300.3. The section outlines policy
and procedures regarding the use of the Department's videoconferencing equipment.
If you have any questions, please telephone me at extension 6510.
2003-0230
Hello