HomeMy WebLinkAbout940138.tiff RESOLUTION
RE: APPROVE INFORMATION SERVICES SECTION OF 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 Finance and Administration has prepared and
presented to the Board of County Commissioners the revised Information Services
Section of the Weld County Administrative Manual, as attached hereto and
incorporated herein by reference, and
WHEREAS, the Board deems it advisable to approve the Information Services
Section of the Administrative Manual and further, to incorporate said section
into the Administrative Manual.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, that the abovementioned Information Services Section of the
Administrative Manual be, and hereby is, approved.
BE IT FURTHER RESOLVED by the Board that said Information Services 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 voteon the 26th day of January, A.D. , 1994.
BATTEST: lizekitah WELDD OF TYUNCY ORADISSIONERS
WELD COUNTY, COLORADO
�
Weld County Clerk to the Board ,A, 4J OA )i),(9 9
W. H. Webster, Chairman ✓/C
BY: �ty jerk
to th ------)51-19.Hall,lerk to the Board Dale Hall, Pro-Tem
APPR7 AS TO FORM: ''l. ,
7xter
,z:(4
County Attorne L. Harbert
Barbara J. Kirkme er
940138
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT TABLE OF CONTENTS
DATE January 31, 1994 PAGE 1
TABLE OF CONTENTS
PAGE
MISSION STATEMENT 2
ROLES AND RESPONSIBILITIES 3
SPECIFIC DUTIES AND RESPONSIBILITIES:
BOARD OF COUNTY COMMISSIONERS 4
GOVERNANCE COMMITTEE 5
USERS
6
INFORMATION SERVICES/SCT CORPORATION 8
INFORMATION SERVICES GOVERNANCE 11
940138
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT DEPARTMENT MISSION
DATE January 31, 1994 PAGE 2
DEPARTMENT MISSION
The mission of the Weld County Information Services Department is to provide all
county departments with computing and information services support which meets
or exceeds their expectations.
This mission is accomplished by playing a leadership role in county-wide
strategic planning for information systems, user community involvement, and
innovative uses of technology in meeting county needs. The Information Services
Department works to expand and enhance the quality and quantity of its services,
and plays a key role in facilitating the county's utilization of technology in
order to improve its services to the public at the lowest cost possible.
Information Services will fulfill this mission by organizing in the most
effective manner, by staffing with the highest quality professionals, by a
continuing outreach program of working with and involving users, by competent and
visionary management, by the application of proven methodologies, and by a
comprehensive understanding of the latest technologies and how they apply to
local government functions.
The Information Services Department is guided and directed by the goals and
objectives established by the Governance Committee, the Weld County Director of
Finance and Administration, and the Board of County Commissioners. In addition,
Information Services provides leadership in the critical review of plans and
progress, and the assessment of goals and objectives in the light of new
technology and the changing needs of the county.
The Information Services Department is a service department and must provide its
services in the most effective manner possible. The department's success is
basically determined by the reactions of its users. The department solicits the
reactions, comments and suggestions of its users, and incorporates these, where
possible, into its service delivery.
The department is flexible in its organization and staffing in order to
accommodate the changes that occur in technology and in the requirements of
county departments. This includes a regular review of organization, positions
and their descriptions, and the nature and types of services provided in order
to be prepared to meet these ever changing needs. This also includes a regular
review of all policies and procedures to ensure that these are supportive and
responsive in providing the required services to meet the current needs.
940139
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT ROLES AND RESPONSIBILITIES
DATE January 31, 1994 PAGE 3
ROLES AND RESPONSIBILITIES
Board of County Commissioners:
Provide overall direction to the information services function by formally
adopting and approving policies and guidelines for information services
functions.
Information Services Governance Committee:
The Weld County Information Services Governance Committee was established by the
Board of County Commissioners and is advisory to them to recommend computer and
information systems policies and procedures for the county. The committee's
responsibilities are to:
A. Recommend information services policies and procedures.
B. Provide a forum for recommending priorities and service
levels.
C. Serve as a communication link between information services and
the user community.
Users:
A. Ensure that information services requested by and provided to them
are consistent with the efficient and effective use of their
resources.
B. Ensure that all members of their department adhere to all Weld
County related information services policies and standards.
SCT Corporation:
A. Via a facilities management contract, is responsible for providing
or being involved in all information service activities in Weld
County and for operation of the Department of Information Services
and the Information Services Center.
B. In conjunction with the Information Services Governance Committee,
recommend priorities, coordinate the allocation of resources, and
coordinate county-wide information service activities in Weld
County.
940139
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT BOARD OF COUNTY COMMISSIONERS
DATE January 31, 1994 PAGE 4
SPECIFIC DUTIES AND RESPONSIBILITIES OF
BOARD OF COUNTY COMMISSIONERS
Based upon recommendations from the other participants in the information
services management, the Board of County Commissioner should:
1. Formally approve and adopt policies and guidelines for
information services in Weld County. The principal policy
should be to develop and operate only those systems which
satisfy county needs in an effective and efficient manner.
2. Approve long- and short-range information system plans and
their implementation: the long-range plan approved by the
board shall act as a master guide for setting annual
priorities.
3. Review and approve specific Information Services Department
proposals to meet the county's information processing needs.
4. Approve policies and procedures for the effective utilization
of information resources by county departments.
5. Approve the funding of information services resources within
the capacity of Weld County.
940138
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT GOVERNANCE COMMITTEE
DATE January 31, 1994 PAGE 5
SPECIFIC DUTIES AND RESPONSIBILITIES OF
THE GOVERNANCE COMMITTEE
The following specific duties will be assigned to the Information Services
Governance Committee.
1. Monitor the information services function overall.
2. Review long- and short-range information systems plans and
their implementation: the long-range plan approved by the
Board of County Commissioners shall act as a master guide for
setting annual priorities.
3. Review specific Information Services Department proposals to
meet the county's information processing needs.
4. Identify the annual information system priorities and related
budgetary impact. These priority recommendations will become
an integral part of the budget process subject to adjustment
during budget preparation and adoption, and upon final budget
approval, will be established as part of the Information
Services Department's annual work program.
5. Monitor budget and time schedules.
6. Facilitate resolution of organizational conflicts arising from
the impact of new systems implementation and other information
system utilization issues.
7. Develop policies and procedures for the effective utilization
of information resources by county departments.
940139
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT USERS
DATE January 31, 1994 PAGE 6
SPECIFIC DUTIES AND RESPONSIBILITIES OF USERS
The specific duties and responsibilities of each user are to:
General Responsibilities:
1. Designate a management level position to act as a departmental
information services liaison who provides management liaison
between the user department, governance committee, and the
management from the Department of Information Services.
2. Serve as the advocate for any service requested by the
department.
3. Insure that all department personnel adhere to county policies
and procedures related to information services.
Existing System Responsibilities:
4. Set priorities for user discretionary computer system
maintenance requests.
5. Identify the need for changes to, or replacement of, existing
systems in conjunction with the Department of Information
Services.
6. Insure that all computer system resources requested by and
provided to them are consistent with the efficient and
effective use of their resources.
New System Development Responsibilities:
7. Identify future system needs to the Department of Information
Services and the governance committee in a timely fashion.
8. As needs arise, propose new development and major enhancement
projects and provide justification for them to the governance
committee and Board of County Commissioners.
9. Provide the necessary user staffing for all new development
projects performed by the Department of Information Services
for the user department.
940133
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT USERS
DATE January 31, 1994 PAGE 7
10. Review and approve all preliminary and final systems
definitions and designs.
11. Review and approve the acceptance tests of all new systems.
12. Maintain communication with the management of the Department
of Information Services in new development projects by
attending regularly scheduled management review meetings.
940139
POLICIES A N D PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT INFORMATION SERVICES DEPARTMENT
DATE January 31, 1994 PAGE 8
SPECIFIC DUTIES AND RESPONSIBILITIES OF
INFORMATION SERVICES DEPARTMENT
VIA CONTRACT SERVICES OF SCT CORPORATION
The following specific duties will be assigned to the Information Services
Department:
Consultation Responsibilities:
1. Serve as a technical resource to the Board of County
Commissioners, governance committee, all departments, and
appropriate public entities on matters pertaining to
information management.
2. Participate, with technical expertise, in determining whether
the county's best interests are served by specific systems.
Advisory Responsibilities:
3. Keep the governance committee and appropriate departments and
public entities continuously advised concerning the status of
the design and operation of systems which affect them.
4. Participate on committees relating to information services in
Weld County.
Direct Action Responsibilities:
5. Represent Weld County to vendors of computer and data
communications equipment, systems, and services.
6. Provide for the acquisition and administration of personnel,
hardware, software, contracts, grants, and related services
necessary to support the information services requirements of
any user or Weld County in general.
7. Inform users in advance, and consider their assessments of
proposed major changes to hardware, software, and related
resources which may affect their systems.
8. Take action to ensure the efficient use of any information
service hardware, software, staff, and related resources.
940139
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT INFORMATION SERVICES DEPARTMENT
DATE January 31, 1994 PAGE 9
9. In conjunction with the Director of Finance and Administration
and governance committee, provide the management control
necessary to guarantee the most effective use of information
service resources in Weld County.
10. Establish and enforce county-wide standards and procedures and
necessary security measures for information processing.
11. Provide for project management of computer application
development activities for departments and agencies within
Weld County.
12. Design, development or requisition of same, for all computer
systems and enhancements to existing systems.
13. Maintain and modify existing computer systems.
14. Provide for continued operation and scheduling of existing
systems.
15. Prepare project packages in response to requests from users
for new development projects and feasibility studies for
review during the budget and annual work plan process.
16. Identify opportunities for information systems in conjunction
with users.
17. Apply a county-wide perspective to information services
planning.
18. Identify and coordinate proposals that affect more than one
department or system area.
19. Coordinate with the user to determine the priorities of
approved information service projects.
20. Review user requests for development of new systems and major
enhancements to existing areas.
21. Control and coordinate the funding to systems development
projects.
9401.38
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT INFORMATION SERVICES DEPARTMENT
DATE January 31, 1994 PAGE 10
22. Provide a centralized clearing house for all computer
hardware, software and service acquisition, and purchases.
23. Maintain an inventory of all computer hardware and software.
24. Establish and enforce county-wide standards and procedures and
necessary security measures for centralized and personal
computer systems.
25. Insure that any hardware or software solution not only meets
the user's requirements but also adheres to the overall county
computer strategy.
26. Develop and maintain assessment guidelines for use in hardware
and software selection.
27. Facilitate county-wide sharing of related information.
9401:33
POLICIES A N D PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT INFORMATION SERVICES GOVERNANCE
DATE January 31, 1994 PAGE 11
INFORMATION SERVICES GOVERNANCE
Introduction
The Weld County Information Services Department has the need for continuing
guidance on service policies and development plans from a body which clearly
represents the elected and appointed officials of the county. "Governance" is
the process of securing user input on such issues as department direction,
establishing priorities, reviewing technical decisions, and providing effective
user communication in systems development and daily operations. The governance
process is meant to involve those persons, organizations and interests served by
the computing resource in meaningful and significant participation.
The functions of the Information Services Department are unique when weighed
against those of most agencies within Weld County. They encompass many
technology-driven activities that, at times, more closely resemble research and
development efforts than the procedural or statutory activities of a county
agency. The Information Services Department provides services to all elements
of the jurisdiction within which it operates. Because it is service-oriented,
this organization must receive continual feedback from the user community
concerning direction and performance.
Because of its technical nature, the Information Services Department requires
unique control methods that would normally not be applied to any other county
function. These controls must ensure that the best interests of the entire
county are served and, at the same time, ensure that the services offered to
users are relevant and cost effective. This form of control is best applied
through the use of an information services governance structure.
Proper control of the information services function requires two separate
governance levels. On one level, the Information Services Governance Committee
is responsible for general control of the continuing operation of the information
services function. The second level consists of specific functional
subcommittees (Finance and Administration, Criminal Justice, Human Services,
Property, and Clerk and Recorder) responsible for monitoring activities within
their unique areas. The functional subcommittees and their respective
departments for Weld County are shown in Attachment 1.
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT INFORMATION SERVICES GOVERNANCE
DATE January 31, 1994 PAGE 12
Information Services Governance Committee:
The Information Services Governance Committee is responsible to the Board of
County Commissioners, but possesses some specific powers. The committee acts in
a top level policy advisory capacity to the Board of County Commissioners, and
is responsible for the execution of information resources policies. To do so,
the committee must first develop a strategic vision of the direction in which the
development of county information resources is headed. Having formulated an
overall picture, the committee must then translate the elements of their vision
into specific activities, executable by means of a clearly delineated operational
process. This process specifies the roles and functions of the committee itself,
of the Information Services Department, and of involved departments and any other
appropriately concerned county agency.
Among the other responsibilities of the committee are to recommend information
services policies and procedures, and to review and approve those procedures when
drafted. The committee is the focal point for the prioritization process, both
of the activities recommended by the planning process and those that will arise
in other contexts. In addition, the committee addresses the allocation of
resources within the Information Services Department, serving as a vehicle for
resolving conflicts arising from competition for those resources and from the
overlapping impact of new system requirements.
Purpose and Structure:
1. The Weld County Information Services Governance Committee is
established by the Board of County Commissioners to recommend
computer and information systems policies and procedures for the
county. The committee's responsibilities include:
A. Establishing information services policies and procedures.
B. Providing a forum for recommending priorities and service
levels.
C. Serving as a communication link between Information Services
and the user community.
2. As a group, the governance committee acts in an advisory capacity to
the Board of County Commissioners and performs monitoring functions
on behalf of the board and user departments. The committee members
are jointly responsible for the effective use of the information
services resources.
940138
POLICIES A N D PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT INFORMATION SERVICES GOVERNANCE
DATE January 31, 1994 PAGE 13
3. In order to ensure the unique controls required by information
system activities, the governance committee functions at two
separate levels. First, the committee operates as a whole to
provide overall county monitoring of the continuing development and
operation of the information systems resource. Second, each member
elected official/department head represents a specific functional
subcommittee which is responsible for monitoring activities within
their specific areas.
Role:
The role of the Information Services Governance Committee includes the following:
1. Monitor the overall information services function.
2. Review long- and short-range information systems plans and their
implementation: the long-range plan accepted by the committee shall
act as a master guide for setting annual priorities.
3. Review specific Information Services Department proposals to meet
the county's information processing needs.
4. Identify the annual information system priorities and related
budgetary impact. These priority recommendations will become an
integral part of the budget process subject to adjustment during
budget preparation/adoption, and upon final budget approval, will be
established as part of the Information Service Department's annual
work program.
5. Monitor budget and time schedules.
6. Resolve organizational conflicts arising from the impact of new
systems implementation and other information systems utilization
issues.
7. Develop policies and procedures for the effective utilization of
information resources by county departments.
940139
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT INFORMATION SERVICES GOVERNANCE
DATE January 31, 1994 PAGE 14
Membership:
1. The governance committee is comprised of five (5) voting members and
one (1) ex-officio member. The voting members include an elected
official/department head (either appointed or elected) from each of
the functional subcommittees in the county: Criminal Justice, Human
Services, Finance and Administration, Property, and Clerk and
Recorder. The ex-officio member is the SCT Information Services
Executive Director. The Chairperson shall be the Director of
Finance and Administration.
2. The responsibilities of the Chairperson are to:
A. Execute committee decisions.
B. Preside at and call to order committee meetings.
C. Enforce committee rules.
D. Initiate and stimulate discussions of governance committee
issues.
E. Adjourn meetings and establish future meeting times.
F. Notify members of the committee calendar.
G. Distribute minutes and background information.
H. Ensure minutes are taken at each meeting.
In the absence of the Chairperson, he appoints a
temporary Chairperson.
940138
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT INFORMATION SERVICES GOVERNANCE
DATE January 31, 1994 PAGE 15
Voting:
1. A simple majority of voting members of the governance committee is
considered to be a quorum. In the absence of a voting member, his
designee is entitled to vote. Each member, or his designee, present
and voting has one vote.
2. An open invitation to attend all meetings is made to all elected
officials/department heads. An exchange of ideas and information
may take place among everyone present, but decisions and
recommendations may be determined by a simple majority of members
serving and voting.
Meetings:
1. The governance committee meets on a monthly basis, or as necessary,
at a time and location as determined by the members.
2. The Information Services Department submits to the governance
committee for its approval the procedures to be followed by the
department's staff, the functional subcommittees and the governance
committee for the development of the long-range strategic plan.
3. The Information Services Department provides a monthly status report
to the committee members. Information services also prepares a
draft agenda prior to each meeting which is reviewed by the
Chairperson, finalized and distributed before each meeting.
4. Reports prepared for submission to the Board of Commissioners will
bear the signature of the governance committee Chairperson.
5. All requests by user departments for the acquisition and use of
information services, telecommunications, or word processing,
hardware, software, and services will conform with county computer
use and acquisition policies and procedures.
94O1 nsa
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT INFORMATION SERVICES GOVERNANCE
DATE January 31, 1994 PAGE 16
Functional Subcommittees:
So that every department has a voice in information services decision making,
each elected official/department head (or his/her designee) shall meet
periodically with the other members of that functional subcommittee to discuss
issues of common concern. On an annual basis, they will compile a list of their
information services priorities for the following fiscal year. The group's
primary goal will be to get an interdepartmental consensus of those priorities.
The person representing the group on the governance committee will present the
priorities to the committee, which will then merge them, along with those
submitted by the other functional groups, into a comprehensive list for
consideration during the budget process.
Among the specific factors to be considered by the functional subcommittees are
the time frames in which specific projects or other activities can be carried
out, the cost considerations involved, the staffing requirements, and the
subsequent maintenance activities. In addition, these subcommittees serve as
reporting vehicles from the departments within their respective functional area,
channeling that information up to the governance committee and funneling
information from the committee back to the departments.
Purpose and Structure:
1. The functional subcommittees (Criminal Justice, Human Services,
Finance and Administration, Property, and Clerk and Recorder) are
established to support the functions and activities of the
Governance Committee and to ensure that every department has a voice
in information services decision making.
2. The functional subcommittees meet periodically to discuss issues of
common concern and, on an annual basis, address the issues of
priorities based on the goals and objectives of the county regarding
information services.
3. The responsibilities of the functional subcommittees are to:
A. Identify information systems needs with each member department
and prioritizing these needs to develop and update the long-
range strategic plan.
B. Recommend appropriate actions to the governance committee
concerning system development and maintenance.
940133
POLICIES A N D PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT INFORMATION SERVICES GOVERNANCE
DATE January 31, 1994 PAGE 17
C. Ensure that resources necessary for the successful
implementation of systems are made available by user
departments.
D. Resolve conflicts among user departments relevant to
implementation of systems.
E. Ensure that user department systems design decisions are made
in accordance with annual information system work programs and
approved project schedules.
F. Interact with Information Service Department management
regarding operational concerns such as production schedules
and information system procedures.
G. Provide regular progress reports to the governance committee
regarding system implementation and other projects.
H. Maximize coordination of information system applications and
systems among user departments.
940138
POLICIES AND PROCEDURES
SECTION INFORMATION SERVICES
SUBJECT INFORMATION SERVICES GOVERNANCE
DATE January 31, 1994 PAGE 18
ATTACHMENT 1
FUNCTIONAL SUBCOMMITTEES
FINANCE AND ADMINISTRATION:
Accounting
General Services
Board of County Commissioners
Clerk to the Board
County Attorney
Finance
Personnel
Communications
CRIMINAL JUSTICE:
District Attorney
Office of Emergency Management
Sheriff
Useful Public Service
HUMAN SERVICES:
Health
Human Resources
Social Services
Extension
Ambulance Service
Housing Authority
PROPERTY:
Assessor
Building Inspection
Engineer
Planning
Treasurer
CLERK AND RECORDER:
Motor Vehicle
Recording
Elections
940138
Hello