HomeMy WebLinkAbout860579.tiff RESOLUTION
RE: ADOPTION OF AMENDED SECTIONS OF THE DATA PROCESSING SECTION
OF THE ADMINISTRATIVE MANUAL AND INCORPORATION OF SAID
AMENDMENTS IN THE ADMINISTRATIVE MANUAL
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 Director of Information Services has prepared
and presented to the Board of County Commissioners the amended
Data Processing Section of the Administrative Manual, dated July
1 , 1986 , attached hereto and incorporated herein by reference,
and
WHEREAS, the Board of County Commissioners deems it
advisable to adopt the above amended Data Processing Section of
the Administrative Manual dated July 1 , 1986 , and further, to
incorporate said sections into the Administrative Manual.
NOW, THEREFORE, BE IT RESOLVED by the Board of County
Commissioners of Weld County, Colorado, that the attached
amendments to the Data Processing Section of the Administrative
Manual be, and hereby are, adopted.
BE IT FURTHER RESOLVED by the Board of County Commissioners
that said amended section shall be incorporated into the
Administrative Manual and published by the Director of Finance
and Administration for dissemination to all County Departments.
The above and foregoing Resolution was , on motion duly made
and seconded, adopted by the following vote on the 25th day of
June, A.D. , 1986 .
‘ BOARD OF COUNTY COMMISSIONERS
ATTEST: frielawn;AAM4tnti WELD COUNTY, COLORADO
Weld County Clerk and Recorder .�. :. ,,• .. •
and Clerk to the Board J-cque e on,/ hairman
47?f---M_21 Go '+"%:4i acy,/Pr em
eputy County rk 1
APPROVED AS TO FORM: ene R. Bra ner
� �C.W. Xi y
/H
,County Attorney Frh1CkVtAag
860579
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POLICIES AND Pr CEDURES
Section DATA PROCESSING
Subject TABLE OF CONTENTS
COLORADO Date JULY 1, 1986 Page 1
TABLE OF CONTENTS
Page
WELD COUNTY COMPUTER SERVICES
MANAGEMENT PHILOSOPHY AND PRINCIPLES 2
ROLES AND RESPONSIBILITIES 4
WELD COUNTY COMPUTER SERVICES 5
USERS 8
BOARD OF COMMISSIONERS 10
WELD COUNTY INFORMATION CENTER
MANAGEMENT PHILOSOPHIES AND PRINCIPLES 11
GOALS OF THE INFORMATION CENTER 12
ROLES AND RESPONSIBILITIES 13
WELD COUNTY INFORMATION CENTER 14
USERS 17
BOARD OF COMMISSIONERS 19
8' '.579
POLICIES AND PI CEDURES
%1 • Section DATA PROCESSING
hiDe Subject INFORMATION CENTER -
COLORADO Date JULY 1, 1986 Page 11
MANAGEMENT PHILOSOPHIES AND PRINCIPLES OF WELD COUNTY INFORMATION CENTER
The Information Center is a division of Weld County Computer Services and,
as such, the managment principles and philosophy associated with the
Information Center closely align with those of Computer Services. They are
described as follows:
1. Weld County Information Center - The Information Center is a support
organization whose purpose is to provide service to all individuals and
department involved in any facet of word processing, end-user
computing, or other office automation activity.
2. • Political Consensus - The Information Center is a neutral
administration organization and should never be allowed to become a
political issue. Policy issues pertaining to the Information Center
should be achieved by consensus.
3. Management Involvement - Every opportunity should be taken to involve
the management level of user agencies in the decision making process
related to office automation solutions for their department.
4. Coordination through Communication - The most important operational
principle is communication, and it should be recognized as a formal
responsibility at top and middle management.
5. Understanding the Organization's Basic Goals and Objectives - The
objective of Information Center is to meet the needs of the using
department in an efficient and cost effective manner. It is not an
objective to provide new and innovative solutions solely on the merits
of the technology.
6. Objectiveness in Decision Making - The Information Center exists to
provide unbiased service to all of Weld County. The use of the
Information Center's resources must be managed in a manner which
precludes the meeting of one party's requirements at the expense of
another.
POLICIES AND PCEDURES
V 14s,
A Section DATA PROCESSING
VIiDc. Subject INFORMATION CENTER -
COLORADO Date JULY 1, 1986 Page 12
GOALS OF THE INFORMATION CENTER
The main purpose of the Information Center, in concert with the remainder of
the Computer Center, is to implement Weld County's integrated office
strategy. This overall plan, or strategy, is to develop and support an
integrated information network linking office equipment and other computer
equipment together to provide the benefits of improved productivity and
efficiency to all of Weld County's offices and departments.
The goals of such an integrated information network include:
1. Provide extensive word processing capabilities to local and remote
locations throughout the county.
2. Provide some measure of word processing capability to the existing
network of 3270 work stations (100+) .
3. Provide document distribution from any work station to any other work
station in the information network.
4. Provide access to existing and planned mainframe computer applications
from any work station in the information network.
5. Provide end-user computing capabilities, external to the host
mainframe, on work stations in the information network.
6. Provide document archival on the host mainframe for documents created
on any work station in the information network.
7. Provide electronic mail facilities to all work stations in the
information network.
8. Provide extensive indexing and searching capabilities on archived
documents to all work stations in the information network.
9. Integrate the county telephone system into the information network.
10. Provide a system—wide menu to allow easy access to all applications
available regardless of the work station used.
POLICIES AND P r C E D U R E S
l • .+ Section DATA PROCESSING
Subject INFORMATION CENTER
COLORADO Date JULY 1 . 1986 Page 13
ROLES AND RESPONSIBILITIES
Weld Board of County Commissioners -
Provide overall direction to the Information Center function by
formally approving policies and guidelines for office automation
related activities.
Users -
Ensure that all office automation related services and equipment
requested by and provided to them are consistent with the efficient and
effective use of their resources.
Ensure that all members of their departments adhere to all Weld County
office automation related policies and standards.
Information Center Management -
Responsible for providing technical support to all departments
requiring any office automation assistance.
Responsible for the initial and ongoing training of Weld County
personnel in matters pertaining to office automation products.
Responsible for the selection and acquisition of all hardware and
software products related to office automation activities.
Responsible for the development and implementation of Weld County's
integrated office strategy.
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POLICIES AND PR, JCEDURES
� " t L.16--
mtle, Section DATA PROCESSING
Subject INFORMATION CENTER
COLORADO Date JULY 1, 1986 Page 14
SPECIFIC DUTIES AND RESPONSIBILITIES OF THE WELD COUNTY INFORMATION CENTER
The following specific duties will be assigned to the Information Center:
Consultation Responsibilities
1 . Act as the technical resource to the Information Services Agency,
Board of County Commissioners, Computer Services, all departments,
and appropriate public entities on matters involving word
processing, end-user computing, and other office automation
activities.
2. Provide the technical expertise necessary to aid in determining if
a specific office automation system serves the best interests of
the county.
3. Keep the Director of Information Services and appropriate
departments and public entities continuously advised concerning
the office systems that affect them.
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3 9
POLICIES AND PiJCEDURES
%A ' Section DATA PROCESSING
Wi`P c Subject INFORMATION CENTER
COLORADO Date JULY 1, 1986 Page 15
Direct Action Responsibilities
1. Insure that all Weld County departments are aware of the kinds of
assistance available from the Information Center.
2. Establish and maintain a centralized training and education facility
for all users of office systems.
3. Provide a centralized clearing house for all office automation
hardware, software and service acquisition, and purchases.
4. Maintain an inventory of all office automation hardware and software.
5. Establish and enforce county-wide standards and procedures and
necessary security measures for word processing and personal computer
systems.
6. Insure that any hardware or software solution not only meets the user's
requirements but also adheres to the overall county office strategy.
7. Inform users of the legal restrictions for hardware and software use
and develop legal guidelines for their use.
8. Insure management awareness of office automation activities through the
use of periodic office automation management reviews.
9. Develop and maintain assessment guidelines for use in hardware and
software selection.
10. Represent Weld County to vendors of office automation equipment,
systems, and services.
11 . Install and maintain office automation hardware and software.
12. Provide for project management of all office automation systems.
13. Prepare project packages in response to requests from users for office
automation systems.
POLICIES AND P ICEDURES
I t Section DATA PROCESSING
Illik Subject INFORMATION CENTER
COLORADO Date JULY 1, 1986 Page 16
Direct Action Responsibilities (Continued)
14. Identify opportunities for office automation systems in conjunction
with users.
15. Apply county-wide perspective to departmental office automation
planning.
16. Identify and coordinate office automation proposals that affect more
than one department or system area.
17. Coordinate with the user to determine the priorities of approved office
automation projects.
18. Take action to insure the efficient use of any office automation
hardware or software.
19. Provide on-call support for word processing activities as required.
20. Coordinate analysis and development of office automation solutions.
21 . Facilitate county-wide sharing of office automation related
information.
8f 0S73
POLICIES AND PROCEDURES
SW
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Section DATA PROCESSING
WILD c Subject INFORMATION CENTER
COLORADO Date JULY 1, 1986 Page 17
SPECIFIC DUTIES AND RESPONSIBILITIES OF USERS
General Responsibilities
1 . Insure that all department members adhere to county policies and
standards concerning office automation.
2. Serve as an advocate for any office automation services requested
by the department.
3. Provide continuing justification to the Weld Board of
Commissioners for all office automation activities being performed
by the department.
4. Provide payback information for all office automation activities.
Existing System Responsibilities
1 . Work with the Information Center personnel in identifying any
modifications required in existing office automation related
hardware or software requirements.
2. Ensure that all office automation resources requested by and
provided to them are consistent with the efficient and effective
use of county resources.
POLICIES AND PIJCEDURESS
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.f J
Section DATA PROCESSING
Wi`P c Subject INFORMATION CENTER -
COLORADO Date JULY 1, 1986 Page 18
SPECIFIC DUTIES AND RESPONSIBILITIES OF USERS (Continued)
New System Development Responsibilities
1 . Identify future office automation requirements to the Information
Center in a timely fashion.
2. Provide the necessary departmental staffing support in order to
assist the Information Center personnel with new project
identification and development.
3. Review and approve all office automation related preliminary and
final system definitions.
4. Review and approve acceptance testing for all new systems.
5. Maintain communications with management of the Department of
Computer Services in new development projects by attending
regularly scheduled management review meetings.
6. Coordinate and cooperate with Information Center staff to
periodically take inventory of all office automation hardware and
software.
POLICIES AND P { CEDURES
?)./11414;-
'' 4 1 Section DATA PROCESSING
IiiDc Subject INFORMATION CENTER -
COLORADO Date ,rids 1, 1986 Page 19
BOARD OF COUNTY COMMISSIONERS
Based upon the recommendations of the other participants in the data
processing management, the Board of Commissioners should:
1. Formally approve and adopt the guidelines for office automation
and the Information Center in Weld County. The principal policy
should be to develop and operate only those office automation
related systems which satisfy county needs.
2. Determine the priority for all new office automation development
projects in conjunction with users during the annual budget
process.
3. Approve the funding of office automation resources within the
capacity of Weld County.
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