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Home My WebLink About991540.tiff RESOLUTION RE: APPROVE CHILDREN, YOUTH AND FAMILIES AUTOMATION PROJECT AGREEMENT AND AUTHORIZE CHAIR TO SIGN - COLORADO DEPARTMENT OF HUMAN SERVICES WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to Colorado statute arid the Weld County Home Rule Charter, is vested with the authority of administering the affairs of Weld County, Colorado, and WHEREAS, the Board has been presented with a Children, Youth and Families Automation Project Agreement between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Social Services, and the C:olorado Department of Human Services, with terms and conditions being as stated in said agreement, and WHEREAS, after review, the Board deems it advisable to approve said agreement, 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 Children, Youth and Families Automation Project Agreement between the County of Weld, State of Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the Department of Social Services, and the Colorado Department of Human Services be, and hereby is, approved. BE IT FURTHER RESOLVED by the Board that the Chair be, and hereby is, authorized to sign said agreement. The above and foregoing Resolution was, on motion duly made and seconded, adopted by the following vote on the 28th day of June, A.D., 1999. BOARD OF COUNTY COMMISSIONERS LU ELD COUN L ADO R ATTEST: �. ��, Dale K. Hall, Chair Weld County Clerk to t j Bo. or 1861 �I EXCUSED DATE OF SIGNING (AYE) �� Barbar J. Kirkmeyer, Pro-Tem BY: i'77L,L Deputy Clerk to they ok kn i l Georg xter V AS TO FORM: M. eile unty Attorney '\ Glenn Vaad< 991540 <� <> SS0026 CHILDREN, YOUTH, AND FAMILIES (P9101)3 1 T34 AUTOMATION PROJECT COLORADO DEPARTMENT OF HUMAN SERVICES OFFICE OF INFORMATION TECHNOLOGY SERVICES INFRASTRUCTURE PROVISIONS REQUIREMENTS FOR WELD COUNTY OPTION 1 To the Desk with an existing County-owned LAN DATED: 3/22/99 C'YF I County Weld TABLE OF CONTENTS 5 1.0 INTRODUCTION 5 2.0 DEFINITIONS 2.1 Children.Youth and Families Automation Project (CYF) 5 5 2.2 Infrastructure 6 2.3 Site 6 2.4 County 2.5 Wide Area Network(WAN) 6 2.6 Local Area Network(LAN) 6 2.7 County Program Liaison 6 6 2.8 County Technical Liaison 6 2.9 County Site Server Liaison 6 2.10 Responsible Parties 3.0 STATEMENT OF INTENT 6 4.0 INFRASTRUCTURE ROLLOUT 7 7 4.1 Site Surveys 7 4.2 Site Installation Schedule 8 4.3 Site Installation Process 5.0 SELECTED INFRASTRUCTURE IMPLEMENTATION OPTION 10 10 5.1 Provisions 6.0 ONGOING SUPPORT SERVICES 13 13 6.1 State/County Help Desk 6.2 State Help Desk Support Hours 14 14 6.3 State Help Desk Procedures 15 6.4 Prioritization CYF Infrastructure Provisions&Requirements—Option 1 Page 2 Revision Date:03/'L2/99 8:23 AM Weld-IPAR1.doc CYF County Weld 6.5 State Help Desk Performance Objectives 15 7.0 DAILY OPERATION 16 7.1 State Responsibilities 16 7.2 County Responsibilities 17 17 7.3 Accessibility 8.0 POLICIES AND PROCEDURES 17 8.1 System Management Procedures and Services 17 18 8.2 Security 8.3 Backup and Disaster Recovery 19 8.4 Data Integrity,Auditing and Logging 19 8.5 Hardware Maintenance 19 9.0 COUNTY DATA COMMUNICATIONS 20 9.1 State Responsibilities 20 9.2 County Responsibilities 21 10.0 STATE-COUNTY CYF PROJECY COMMUNICATION 21 11.0 CONFIDENTIALITY 22 12.0 OFF-SITE STORAGE AND BACKUP 22 13.0 EXCLUSIONS AND LIMITATIONS 22 22 14.0 MODIFICATIONS 15.0 ACKNOWLEDGEMENT 22 CYF Infrastructure Provisions &Requirements—Option 1 Page 3 Revision Date:03/22/99 8:23 AM Weld-IPAR1.doe CYFI County Weld EXHIBITS Exhibit A Network Design Document Exhibit B As-built Document Exhibit C Equipment Replacement Cost Terms Exhibit D Colorado Department of Human Services Computer Access Application Forms. CYF Infrastructure Provisions& Requirements—Option 1 Page 4 Revision Date:03/22/99 8:23 AM Weld-IPAR1.doc CYF I County Weld 1.0 INTRODUCTION This document outlines the roles and responsibilities that the Colorado Department of Human Services, Office of Information Technology Services, hereafter referred to as the State, and the Colorado County of Weld, hereafter referred to as the County, assume in the Children, Youth, and Families (CYF) Automation Project. The County acknowledges that the State offered to the County one of three infrastructure implementation opt:ons for the CYF Automation Project, as follows: Option 1. —To the Desk with an existing County-owned LAN Option 2. —To the Desk with no existing County-owned LAN Or not connecting to an existing LAN Option 3. — To the Door with an existing County-owned LAN. The County has selected Option 1. In doing so, the County hereby recognizes that the State will rely upon such selection to provide and allocate significant and valuable resources to the County and within the State's CYF Automation Project. In that regard, the County further recognizes and hereby acknowledges that it is important for the County to fully honor and abide by its selected Option 1 and the resulting provisions and requirements of this document. 2.0 DEFINITIONS 2.1 Children,Youth and Families Automation Project (CYF) The Children, Youth, and Families (CYF) Automation Project is a joint initiative of the Colorado Department of Human Services Division of Child Welfare Services (CWS) and Division of Youth Corrections (DYC). The goal of the project is to design, develop, and implement a new, fully integrated, and comprehensive, Statewide-Automated Child Welfare Information System (SACWIS - Federal Register Number 45 CFR 1355.53 (b)). County caseworkers and child welfare administrators constitute many of the end users of this system. 2.2 Infrastructure Infrastructure refers to the data communications circuits, network hardware, microcomputer hardware,printers, Microsoft Office Automation software, network software, LAN/WAN cabling and the connectivity between the State and County LAN/WAN environments. The County recognizes that the State is responsible for creating the connectivity between the State and County LAN/WAN environments. The State recognizes that the County retains the sole and exclusive right to manage the County LAN/WAN to achieve the business objectives and best interests of the County. CYF Infrastructure Provisions&Requirements—Option 1 Page 5 Revision Date:03/22/99 8:23 AM Weld-IPAR1.doc CYF I County Weld 2.3 Site The term "site" indicates an individual location requiring an infrastructure installation for a County Department of Social Services. 2.4 County For purposes of the site surveys (Section 4.1), the term "County" indicates an entire County that can consist of multiple physical locations or sites. 2.5 Wide Area Network (WAN) A wide area network is a communication network that links sites in a large geographical area. A WAN uses telephone lines, microwaves, satellites, or a combination of communication channels to transmit signals. 2.6 Local Area Network (LAN) A local area network is a privately owned communications network that covers a limited geographic area such as a one building or a group of buildings close together. The range is typically within a.mile or so. A LAN links computers and other devices for inter-site and inter-company applications. 2.7 County Program Liaison A Child Welfare program information contact at each County site. 2.8 County Technical Liaison A Child Welfare technical information contact at each County site. 2.9 County Site Server Liaison A County designated site server administrator to handle backup and restoration tasks. 2.10 Responsible Parties State Colorado Department of Human Services (CDHS) and Its Agents or Vendors County County of Weld, State of Colorado 3.0 STATEMENT OF INTENT It is the intent of the State to provide a Statewide Automated Child Welfare Information System (SACWIS), as defined in Section 2.1, to the County. It is the intent of the State to provide the County with high quality information technology and services that meet the needs of the CYF Automation Project within available resources relevant to the support of the federally-approved SACWIS system only. All references herein refer to equipment and labor related to that SACWIS system only. It is the intent of the State to work in cooperation with the County to support the infrastructure necessary to operate the CYF Automation Project. CYF Infrastructure Provisions&Requirements—Option 1 Page 6 Revision Date:03/22.'99 8:23 AM Weld-IPAR1.doc CYF I County Weld It is the intent and obligation of the County to work in cooperation with the State by meeting the provisions, requirements and responsibilities listed in this document. 4.0 INFRASTRUCTURE ROLLOUT 4.1 Site Surveys The State and its vendors will conduct site surveys to confirm the size, location, and load requirements for each County designated site. The County Technical Liaison will be consulted concerning certain selections regarding the installation of the infrastructure. The survey results define the design for the CYF LAN/WAN connectivity, along with the equipment and software to be installed at each designated site. Based upon the information gathered during the site survey, a Network Design Document (Exhibit A.) will be produced for each County designated site. The Network Design Document will contain detailed specifications for each designated site. The State will provide the Network Design Document(s) to the County for final approval prior to the installation of any part of the infrastructure. The County must sign-off on the site Network Design Document prior to the installation of any part of the infrastructure. 4.2 Site Installation Schedule Using the approved Network Design Document(s), the State and its vendors will develop a site implementation schedule. The State will communicate this schedule a mini mum of thirty days in advance of the scheduled installation. This schedule will be based on several factors. One of the main factors is the coordination of the following teams: 4.2.1 LAN/WAN Infrastructure Team. This team will be responsible for the installation of the data communications circuits, router equipment and any LAN cabling that might be required, which would include the physical installation of any additional CAT 5 wiring. All installations will be consistent with the Network Design Document(s). 4.2.2 Server Installation Team. This team will be responsible for'the installation of the CYF server(s). 4.2.3 Training Team. This team will be responsible for training the County end users in desktop literacy and County designated support staff in State Help Desk procedures. 4.2.4 Microcomputer and Printer Installation Team. This team will be responsible for the installation of the microcomputers and printers as specified in the Network Design Document(s). 4.2.5 Certification Team. This team will be responsible for certifying that the CYF infrastructure has been successfully installed as CYF Infrastructure Provisions&Requirements—Option 1 Page 7 Revision Date:03/22/99 8:23 AM Weld-IPAR1.doc CYFI County Weld specified in the Network Design Document(s). This team will be responsible for coordinating any changes necessary to bring the installation up to specifications. This team will also be responsible for training the County Site Server Liaison(s) in backup and restoration procedures. Other factors that impact the site implementation schedule include seasonal weather conditions, County scheduling requests and the completion of the installation for the DYC facilities by January 1, 1999. Using the site installation schedule published by the State, the County will make staff available to assist: in the installation of the CYF LAN/WAN infrastructure, the CYF server(s), and the specified microcomputers and printers. The County will also make available the specified end users and technical staff for training as detailed in this document. 4.3 Site Installation Process Based on information gathered during the site surveys and the Network Design Document(s), each designated County site will go through an installation process. This process will include the following phases: 4.3.1 Phase 1: LAN cabling. This phase encompasses the physical installation of the CAT 5 wiring along with any required electrical wiring that was identified during the site survey. Each identified microcomputer location will be wired for two network connections along with network connections for printers. The network equipment rack and patch panels also will be installed at this time so as to terminate all cabling. For some designated County sites, LAN cabling and electrical wiring may already exist. In these cases, the LAN cabling and electrical wiring will be verified that they meet the requirements identified in the Network Design Document(s). 4.3.2 Phase 2: WAN/LAN installation. This phase includes the installation of the telecommunication circuit, the router, the switches, the hubs and the server. Connectivity to the WAN will be activated during this phase. 4.3.3 Phase 3: Microcomputer installation and training. During this phase, the microcomputers and printers are installed at each designated location on the site Network Design Document(s) and tested to ensure network access. CYF Infrastructure Provisions&Requirements—Option 1 Page 8 Revision Date:03/22/99 8:23 AM Weld-IPARl.doc CYFI County Weld 4.3.4 Phase 4: Training. End user training will occur within two weeks prior to or after the installation of the microcomputers and printers. County designated support staff training will occur within two weeks prior to or after the installation of the microcomputers and printers. The Office, Automation training for the end users will include the following courses: Introduction to Microcomputers Windows 95 or Windows NT Microsoft Word 97 Group Wise Attachmate On-site training by members of the State and vendor teams for end users will occur during the first three weeks after the installation of the microcomputers. This training is more informal and hands-on, and is often referred to as "over-the-shoulder" training. 4.3.5 Phase 5: Certification. During this phase, the State and its vendor will certify to the County that the infrastructure has been installed as per the approved Network Design Document(s) and is operating as expected. The County will approve the formal certification checklist from the State and its vendors. This certification is intended to show that the equipment, services and technology described in the Network Design Document have been installed and are operating. Either the State or the County can identify problem issues that need to be addressed before approval of the certification checklist. The County will verify and sign-off that the infrastructure has been installed as per the approved Network Design Document and is operating as expected. Training for the designated County Site Server Liaison will occur during this phase. The training will be in regards to the following duties: Tape Backup management including swapping backup tapes and maintaining a tape log. Act as a point of contact for technical problems. Learn how to identify LAN/WAN problems. Learn how to identify general Office Automation application problems. Learn how to identify microcomputer hardware problems. Learn how to identify printer problems. 4.3.6 Phase 6: Acceptance. CYF Infrastructure Provisions&Requirements—Option 1 Page 9 Revision Date:03/22/99 8:23 AM Weld-IPAR1.doc CYFI County Weld Acceptance constitutes completion of an initial three month operational period during which the infrastructure is in use by County personnel in a manner consistent with the CYF Automation Project expectations. At the end of the initial three month operational period, the State and its vendors will submit an "as- built" documentation package (see Exhibit B attached) to the County for review and approval. This "as-built" documentation is intended to indicate the infrastructure that has been installed and that it has been operating in a satisfactory manner during the initial three month operational period. Either the State or the County can identify problem issues that need to be addressed before approval of the"as-built" documentation. The County will approve the "as- built" documentation package. 5.0 SELECTED INFRASTRUCTURE IMPLEMENTATION OPTION The County has chosen Option 1, To the Desk with an existing County-owned LAN, as its infrastructure implementation option. This option provides the County with a significant amount of flexibility and, at the same time,provides the County with State support for the infrastructure installed. This option gives the County more control over the response their users will receive following the placing of a support call. It allows the County technical support personnel open access to the desktop for installing and supporting County applications. This option implies that the County is ready to work in cooperation with the State in regards to the support of the installed network. 5.1 Provisions 5.1.1 County file and print services will be located on the existing County file server. 5.1.2 Connectivity between the CYF LAN and the County LAN will be through the CYF Router. 5.]..3 Printers can be physically located on either the CYF LAN or the County LAN with print services controlled by the County file and print server(s). While physical connections could be made to either the State or the County infrastructure, all print queues will reside on the County file server. 5. i.4 All CYF microcomputers will be physically located on the CYF LAN. 5.L5 CA Unicenter will be used to monitor all CYF equipment including equipment connected to the CYF LAN via County infrastructure. CYF Infrastructure Provisions&Requirements—Option 1 Page 10 Revision Date:03/22/99 8:23 AM Weld-IPARI.doc CIF I County Weld 5.1.6 Microcomputers provided by the CYF Automation Project will have one of four standard images installed prior to the microcomputer installation at the County site(s). These images may include Windows 95 or NT 4.0, MS Office 97 Pro, GroupWise, Attachmate Bundle, CA AntiVirus package, CA Unicenter Management Agents, and a Novell Intranetware Client. The installed image will be based upon County requirements. The County will provide to the State and its vendors the requirements for the microcomputer image thirty days prior to the installation of the microcomputers. 5.1.7 The State and its vendors will support all CYF provided microcomputers and equipment. 5.1.8 The County may lease additional equipment for spares under the existing State lease agreement through the State equipment vendor. 5.1.9 The County will not repair or open any CYF provided equipment. (Microcomputers, Servers, Etc.) 5.1.10 If the County has direct access to the Internet, the County will implement an access control policy to protect the security and integrity of the CYF network. 5.1.11 The State will install any network cabling and hardware needed for all CYF users. The County must provide space and access for State equipment in close proximity of the existing County equipment per the site Network Design Document. 5.1.12 The County will pay for electrical upgrades to meet user needs and implementation of CYF. 5.1.13 The State will install a server for State client server based applications, i.e. GroupWise for access into the State e-mail system and Oracle 8 for a County subset of data. For some Counties, this may be a regional server. 5.1.14 The County file server will contain all user data, no user data will be stored on either the CYF provided microcomputers or the CYF provided server. If data is stored on the CYF microcomputers., it is the County's responsibility. 5.1.15 The County is responsible for any data stored on a laptop and the moving of that data to the County file server. Data entered on a CYF Infrastructure Provisions&Requirements—Option 1 Page 11 Revision Date:03/22,'99 8:23 AM Weld-IPAR1.doc CYFI County Weld laptop when not connected to the CYF application through a County site LAN connection or a dialup connection will not be automatically uploaded to the CYF application. 5.1 16 The County is responsible for the security of the laptop(s), on-site servers, desktops, and other equipment provided by the CYF Automation Project. The County assumes and shall bear the entire risk of any loss, theft, damage to, or destruction of, any unit of equipment from any cause whatsoever from the time the equipment is received by the County. The County will reimburse the State for any equipment requiring replacement according to the terms of the current Master Lease Agreement with the State's equipment vendor. Attached is a copy of the Equipment Replacement Cost Terms. (Exhibit C.) 5.1.17 The County must coordinate with the State when adding, changing or removing CYF users. The County will process the appropriate Colorado Department of Human Services Computer Access Application forms. (Exhibit D.). 5. L.18 If the County has an e-mail package (different than GroupWise), and would like to communicate between the two packages, it must install an SMTP gateway. The County will be responsible for address book synchronization. 5.1.19 The County can modify the State's standard image to allow access to its specific applications as long as it does not interfere with the functionality of the CYF application. If the CYF application is compromised by County modifications, the State reserves the right to re-image the affected microcomputers, which will result in the loss of data and County applications on the microcomputer. 5.1.20 The County will designate individual(s) to interface with the State Help Desk for problem assistance. 5.121 The County will designate appropriate personnel to act as I:he Site Server Liaison(s). 5.1.22 The County must coordinate with the State CYF rollout schedule and be prepared to bring the new CYF users on-line at the time of installation of the CYF LAN. The County will process the appropriate Colorado Department of Human Services Computer Access Application forms. (Exhibit D.). CYF Infrastructure Provisions& Requirements—Option 1 Page 12 Revision Date:03/22/99 8:23 AM Weld-IPAR1.doc C YF I County Weld 5.1.23 The County will permit the State and its vendors to monitor the use and condition of the CYF equipment supplied to the County. All efforts will be made to communicate to the County a minimum of at least 24 hours in advance of any visit and to minimize the impact of the visit on County personnel. 5.1.24 The County will abide by the policies and procedures required for backup and recovery. See Section 8.3. 5.1.25 The County will provide time for the training of CYF caseworkers and other CYF system users. 6.0 ONGOING SUPPORT SERVICES Support services provided by the State and its vendor will include trained support staff who will provide technical support and user level support as defined in this section. Documentation in the form of on-line help screens and desktop user guides will be provided by the State and its vendors to County personnel. 6.1 State/County Help Desk The County has selected Option 1, To the Desk with an existing County-owned LAN, as its infrastructure implementation option. By selecting this option, the County Help Desk or designated support personnel will provide initial help support for the County. It is expected that the County Help Desk or designated support personnel will be able to resolve the following types of tasks: 6.1.1 County application support issues. 6.1.2 Equipment break/fix determination. 6.1.3 Desktop operating system software issues. 6.1.4 Network logon problems. 6.1.5 Network printing issues. 6.1 .6 Windows NT or N0VELL server issues. 6.1.7 Disk space allocation. 6.:1.8 Performance issues. 6. .9 User reconfiguration. 6.1.10 Inventory related upgrades/modifications. CYF Infrastructure Provisions&Requirements—Option 1 Page 13 Revision Date:03/22/99 8:23 AM Weld-IPAR1.doc CYFI County J3'eld 6.1.11 Backups and restores. 6.1.12 Identifying and escalating appropriate support calls to the State Help Desk, using the State Help Desk Performance Objectives as defined in Section 6.5. For calls directed to the State Help Desk, the State Help Desk will determine the appropriate course of action based upon the State Help Desk Operating Procedures as defined in Section 6.3. 6.2 State Help Desk Support Hours Support will be available on all workdays from 7:00 AM to 5:00 PM. Within the Denver metro calling area(Area Codes 303 and 720), the State Help Desk phone number is 303- 866-5204. For the remainder of the state, the phone number to call is 877-487-4871. For off-hours support, including weekends and holidays, calls should be directed to 303- 239-4357 for the Denver metro calling area and 800-843-5893 for the remainder of the state. Relevant problem information will be taken and the appropriate support personnel will be notified for problem resolution. 6.3 State :Help Desk Procedures Once a call has been received at the State Help Desk, one or more of the following will ensue: 6.3,1 The State Help Desk staff will resolve the problem. 6.3.2 The State Help Desk staff will refer the call to the appropriate technical area for resolution via a problem ticket. 6.3.3 The State Help Desk staff and/or the technical staff will refer the problem to an appropriate third party. 6.3.4 The State Help Desk staff will assign a problem ticket number to each call not resolved immediately, so that the status may be monitored as required for follow up and tracking purposes. As problems are resolved, these solutions will be recorded as well, for management reporting and for use in solving future problems of a similar nature. 6.3.5 If the State Help Desk staff is unable to resolve the problem, it will be referred to a technician for resolution. After the technician notifies the State Help Desk that the problem has been resolved, the State Help Desk will contact the County Help Desk or designated support personnel to verify that the problem has been resolved to the user's satisfaction. Problem resolution notification CYF Infrastructure Provisions& Requirements—Option 1 Page 14 Revision Date:03/22/99 8:23 AM Weld-IPARl.doc. CIFI County Weld to the County Help Desk or designated support personnel will occur within one business day of the State Help Desk receiving notification that the problem has been resolved. 6.4 Prioritization Priority Definitions: Priority 1 A product, program or facility is totally unusable or unavailable. Impact on user(s) is disabling. Requires immediate response. Continuous problem support occurs until the problem is resolved or improved to where the priority is downgraded. The priority may be reduced by the user request or in the event that the user is not continuously available to provide assistance. Business area management must approve of "Priority 1" designation. Priority 2 Ability to use product, program or facility is severely limited. Priority 3 Ability to use product, program or facility with some degradation of features or services normally provided. Impact on user(s) is apparent, but not disabling or severe. Priority 4 Problem is apparent, but circumvention or alternative is available. Impact on user(s) is minimal. Problems that are received during non-working hours will be dealt with according to the following priority c.efinitions: 6.4.1 Problems that affect the health and/or safety of the community or clients will have the highest priority and will initiate contact with the appropriate support personnel immediately for resolution. 6.4.2 Problems that affect a large segment of users but are not critical to health and/or safety will initiate contact with the appropriate support personnel for action before the start of the next normal. work period. 6.4.3 Problems that do not fall into either of the above categories will not be addressed until after the start of the next normal work period. 6.5 State Help Desk Performance Objectives Problems that cannot be resolved directly by the State Help Desk will be assigned a priority as defined in Section 6.4. The assigned priority will determine the timeframes within which support personnel will attempt to resolve the problem. CYF Infrastructure Provisions&Requirements—Option 1 Page 15 Revision Date:03/22/99 8:23 AM Weld-IPAR1.doc CYF I County Weld Priority 1 Notification to the appropriate Manager/Supervisor 15 min. Assignment to the appropriate support personnel 15 min. Implementation of a resolution or problem bypass 4 hrs. Priority 2 Notification to the appropriate Manager/Supervisor 2 hrs. Assignment to the appropriate support personnel 2 hrs. Implementation of a resolution or problem bypass 72 hrs. Priority 3 Notification to the appropriate Manager/Supervisor 2 hrs. Assignment to the appropriate support personnel 4 hrs. Implementation of a resolution or problem bypass 14 cal. days. Priority 4 Notification to the appropriate Manager/Supervisor 2 hrs. Assignment to the appropriate support personnel 4 hrs. Implementation of a resolution or problem bypass 30 cal. days. 7.0 DAILY OPERATION After implementation of the CYF infrastructure, the daily operations of the infrastructure will be the responsibility of the State and its vendors and the County. Below are the responsibilities of the State and County for the daily operations of the CYF infrastructure. 7.1 State Responsibilities These responsibilities apply as they pertain to areas of infrastructure related to CYF. 7.1.1 The State will provide information technology services to the County in a professional manner with the County's business objectives being of utmost importance. 7.1.2 The State will notify the County a minimum of 24 hours prior to any testing and/or problem resolution of data circuits that will interfere with normal operations. 7.1.3 The State staff will coordinate with the County staff the scheduling of work at any County facility whether it is an emergency or routine. 7.1.4 The State will work with the County to determine the quality of service required by the County. 7.1..5 The State will notify the County a minimum of 24 hours prior to any remote distribution or updating of software to CYF users unless there is an emergency that prohibits such prior notification. The State will notify the County as soon as possible of "emergencies" and provide documentation of why the emergency CYF Infrastructure Provisions&Requirements—Option 1 Page 16 Revision Date:03/22./99 8:23 AM Weld-IPARI.doc CYF I County Weld prohibited prior notification. 7.1.6 The State will ensure that the County designated support personnel and the County Site Server Liaison receive the training necessary to perform their duties when they are unable to obtain the training elsewhere. 7.2 County Responsibilities These responsibilities apply as they pertain to areas of infrastructure related to CYF. 7.2.1 The County will provide the State and its vendors personnel with escorted access to critical areas in its facilities for network or microcomputer support 7.2.2 The County will not make any changes to the CYF WAN/LAN infrastructure equipment. 7.2.3 The County will obtain State approval before the use of outside Service Level Agreements or Master License Agreements in information technology development or support that will impact the CYF infrastructure. 7.2.4 The County will participate in managing the utilization of disk space on the CYF server as well as in daily management tasks as appropriate to on-site staff. 7.3 Accessibility The State and veneer management will be available to assist the County with information technology operational problems. Normal channels such as communication with the State Help Desk should be used wherever possible for problem resolution. A situation could arise where normal channels do not meet the County's needs, e.g., a situation occurring after normal business hours, on a weekend or a holiday that could affect the safety and/or the security of residents and staff at the County facility. In such cases, the County will follow the after hours procedure. The State management will expedite resolution of these operational problems and provide the County with a plan for resolution of the problem within two business days of the County's request. 8.0 POLICIES AND PROCEDURES 8.1 System Management Procedures and Services Major information.. systems, such as CYF, require extensive safeguards from several perspectives to maintain the integrity of the programs administered. First, the system shall provide safeguards for data and processing capability. Second, the system shall incorporate elements for maintaining program integrity to assure that the fiscal CYF Infrastructure Provisions &Requirements—Option 1 Page 17 Revision Date:03/22!99 8:23 AM Weld-IPARl.doc CYF I County Weld capabilities of the system are not abused. Additionally, the system shall provide for access control to the data and application software. Finally, adequate backup and recovery features are required to ensure that the service delivery function can continue in cases of system unavailability and that the system can be reconstructed in the case of a disaster at a data processing facility. The State and its vendors shall provide functions for overall system management to include the following: 8.1.1 Network security. 8.1.2 Enterprise/centrally managed backup and recovery. 8.1.3 Monitoring and management of all network components. 8.1.4 Network and server performance analysis. 8.1.5 User login control. 8.1.6 Remote software distribution and updating. 8.1.7 Network NOS monitoring. 8.1.8 GroupWise management and monitoring. 8.2 Security The State will provide the County with a secure information-processing environment,within which to perform its functions. The County will determine security access levels and authorization thereof for applications, systems, LANs and the Internet in relation to the County staff. The County will ensure that all necessary and appropriate Colorado Department of Human Services Computer Access Application forms will be processed for the County end users. (Exhibit D.). The State and its vendors will provide security measures to include the following: 8.2.1 Encryption of communications between client and server. 8.2.2 Passwords that expire on a staggered schedule. 8.2.3 LAN/WAN security. 8.2.4 Firewall type routers to restrict IP address visibility from outside of the network. CYF Infrastructure.Provisions&Requirements—Option 1 Page 18 Revision Date:03/22:/99 8:23 AM Weld-IPARl.doc CYFI County Weld 8.2.5 Restricted area tape storage for centralized system backups. 8.2.6 Automatic logout timers. 8.2.7 Audit trails of all transactions. 8.3 Backup and Disaster Recovery Two types of situations can arise for which the State must provide safeguard procedures. 8.3.1 The first type is major disaster when the central computer or local processing installation and resident software is destroyed or damaged. 8.3.2 The second type of problem is system or application dependent. It can be the result of network failure, software error, or operational errors. The result may be that one or more days' processing is invalid and, consequently, the data on the central file is invalid. The State and its vendors will establish backup and recovery plans and procedures for the central host server, and the CYF file servers at each site. The State will participate in GGCC disaster recovery testing of the applications as deemed appropriate. The State will notify the County a minimum of 24 hours prior to any disaster recovery testing occurring. 8.4 Data Integrity, Auditing and Logging The State and its vendors will provide audit and control features and procedures to the CYF design, including preventive controls, detection controls, corrective controls, and audit trails. 8.4.1 Preventive Controls designed to prevent errors and unauthorized events from occurring. 8.4.2 Detection Controls designed to identify errors and unauthorized transactions that have occurred in the system. 8.4.3 Corrective Controls to ensure that the problem identified by the detective control are corrected. 8.5 Hardware Maintenance The State and its vendors will provide maintenance on the State-provided CYF equipment. The State Help Desk will act as point of entry for all CYF equipment maintenance issues. Support will be provided on a case-by-case basis, by on-site service, telephone support, or remote control means. If determined by the State Help Desk. personnel that on-site support is required for problems with State provided CYF CYF Infrastructure Provisions& Requirements—Option 1 Page 19 Revision Date:03/22/99 8:23 AM Weld-IPARI.doc CYFI County Weld equipment, State staff and/or its vendors will be dispatched. The State Help Desk will notify the County designated support personnel of the status of the issue. Vendor technical support service for equipment will be available from 8:00 A.M. to 5:00 P.M. Mountain Standard/Daylight Time Monday through Friday. Call back, response, repair, and replacement timeframes are as follows: Designated Site or Area Call Back On-site Equipment (working hours) Response Repaired/Replaced (working hours) (workinjhours) Denver Metro, Front Range, 2 4 4 including Pueblo, Colorado Springs, Fort Collins, and Greeley Western Region, including Grand 2 8 8 Junction, Steamboat Springs, Glenwood Springs, Gunnison, Rifle, Cortez, etc. 8 Southern Region, including 2 8 Alamosa, San Luis, La Junta, etc. 9.0 COUNTY DATA COMMUNICATIONS In support of the CYF infrastructure implementation, the following responsibilities are defined for the State and County in regards to data communications. 9.1 State Responsibilities These responsibilities apply as they pertain to data communications related to CYF. 9.1.1 Negotiating Service Level Agreements, contracts, and agreements with outside vendors on the County's behalf to help facilitate better data communications in County facilities. 9.1.2 Acting as the liaison to CITS,U.S. West and other carriers as appropriate for service necessary regarding data circuits. 9.1.3 Performing cost allocations for lines that are shared by the County with other CDHS agencies or divisions as appropriate. 9.1.4 Assisting the County in identifying data communications capacity to support new or expanded requirements. 9.1.5 Ensuring that the CYF provided data communications will have the capacity to support new or expanded application requirements. 9.1..6 Communicating in advance the design and implementation plans CYF Infrastructure Provisions&Requirements—Option 1 Page 20 Revision Date:03/22:/99 8:23 AM Weld-IPAR1.doc CIlF I County Weld and dates to the County in support of the overall implementation of the CYF WAN/LAN. 9.2 County Responsibilities These responsibilities apply as they pertain to areas of data communications related to CYF. 9.2.1 Paying for line costs that are solely used by the County staff unless agreed otherwise. 9.2.2 Communicating to County end users of any downtime or coordination and implementation of data communications in the County. 9.2? Coordinating the installation of any data communications with vendors, such as U.S. West. 9.2.4 Obtaining funding for additional data communications capacity'to support new or expanded requirement outside of the scope of the CYF Automation Project. 10.0 STATE-COUNTY CYF PROJECY COMMUNICATION The State is committed to open, timely,honest, and two-way communications. Therc is a need to communicate upcoming changes,persistent user problems and concerns, and the ongoing support needs of the County. To meet these communication needs, a"CYF User Technical Group"will be formed. This group will consist of State and vendor representatives and the County Technical Liaison, County Site Server Liaison and other County designated personnel. This group will meet monthly or quarterly to communicate and prioritize issues for the State and the County. The purposes of these meetings are as follows: 10.0.1 Assess the State and its vendor's performance on CYF problems from the County's perspective. 10.0.2 Assess County technical staff's performance to meet the responsibilities and duties outlined in this document from the State's perspective. 10.0.3 Inform and coordinate with the County about planned changes. 10.0.4 Provide a forum for sharing technical information. 10.0.5 Provide the County with the opportunity to inform the State of programmatic changes and obtain information on any plans for changes to application systems. CYF Infrastructure Provisions&Requirements—Option 1 Page 21 Revision Date:03/22/99 8:23 AM Weld-IPAR1.doc CYF I County Weld 10.0.6 Inform the County of problems and projects, services provided on a month'.Ly basis, the hours involved, materials used for all problems and projects. 10.0.7 Resolve day-to-day operational problems. 10.0.8 Conduct long-range planning jointly. 10.0.9 Share policy and procedural information. 10.0.10 Share information on changes in work assignments. 10.0.11 Inform the County of equipment problems and provide planning and coordination for the repair and/or replacement of State provided CYF equipment. 11.0 CONFIDENTIALITY All files maintained by the State for the County on the centralized server or on the local CYF server are considered to be the private and confidential property of the County. The State will maintain reasonable safeguards to protect data files from accidental loss, destruction, or security breaches. These safeguards include off-site storage of backups and the establishment of security arrangements for critical files. These efforts make recovery after a system or equipment failure possible, and they ensure that a minimum amount of data or modifications will be lost in any one negative event 12.0 OFF-SITE STORAGE AND BACKUP The State will provide the first set of 32 backup tapes for the daily, weekly, and monthly backups. The State will set up the backup schedule for backing up the County data on the CYF server and monitor the backups. The County is responsible for adequate backups by changing the daily, weekly and monthly tapes. The County is responsible for any additional tapes or replacing bad tapes. 13.0 EXCLUSIONS AND LIMITATIONS The County understands and acknowledges that the State cannot offer software support for any applications that are not among the State provided software tools. 14.0 MODIFICATIONS This document may be amended or changed as needed with the agreement of both the State and the County. All amendments and changes must be in writing and signed by both parties before taking effect. 15.0 ACKNOWLEDGEMENT As a duly authorized representative of the County, I acknowledge that the County has chosen Optionl as its infrastructure implementation option and that I have read and understand the provisions and requirements set forth within this document. CYF Infrastructure Provisions&Requirements—Option 1 Page 22 Revision Date:03/2:?/99 8:23 AM Weld-IPARl.doc CYF I County Weld For the County: For the State: )14(421-v \1g nature Signatur Dale K. Hall Henry n Wharton -- Printed Name Printed Name Chair, Board of County Commissioners, Weld County, Colorado_ Chief Information Officer Title Title a7M/W 17/77 Date Date ATTEST: tie/ Weld County Clerk to t 'o. �l� Cir \ , 1861 p ��j BY: cierf. � Deputy Clerk to the CYF Infrastructure Provisions&Requirements—Option 1 Page 23 Revision Date:03/22/99 8:23 AM Weld-IPA1.doc EXHIBIT A NDD DESIGN DOCUMENT SAMPLE FLOORPLAN SYMBOLS T M smut ff CommouxR -0 Ei NOME am" Lrl A PC/PRI M01 DROP �... ® R r ED WAN OIStRRRliDM mac A. 'Jt ',amain CRT.mut PERSONAE COMPUTER rNI LOR SPEED POWER �� !q,SPEED POWER 2 iNOAE EPPNIS01 -- Eger SEWER r�� E02 d B F: UPC :;n^I 039 ._ . 4046 L snwnts ECSTIMC 044 p43MDs7? (Ja: �D40 EOUIPMCMt IF' r L! PowER Pad �_-__ �" 4E01 404) D45 rp`; RISER 0 r r E _ - }, I L _ `}E L.�i (i:E Mrt SLEEVE 1 I A` r'J EEC.PNRE!D[ Li -- 1 —Jiy - ❑ 0 E uR,c RDNNC D26 OPAL arty[CODES FiE cl L:3.614 P i9 D22 C P E035 4 -1-DOWEL �`—, D3 -2.DRAMA 'j i-CORE I .•�^�, E ♦ e C -1•CDRC.RLECR (D10 01 D17 D21 25 D2• D32 037 wet:1YV6001-Eo1 R,SiP FEEC-1 _ ;y; '� ® Fl. E. C: 10,0011 /NM I01$11 ROM}1w tENR cCr t 5cf _ 1 -(D09 Di D16 D20 D24 D2= D31 Pc's ss e {� is MOWERS o 0 l ,ce �� ! EC ?y :i •'CCi -i MS PRIMTEP5 11 1' EC O2 D30 ION„stRugE''o • o 103 p0- 4308 D1 015 D19 027 03 036 MOE EXP. D D • 10104 PALS AS Kcmue ..o vR 1,punt gm —FAIL-m%1,%P, Clover. MONK CRAM-SEM 112 IIEST OW=S1RtET EXHIBIT A Sample Rack Drawing rmc Wok r..rNet mg 1.alYssV.v D j Storage Shelf o o Monitor and _.1_�. _ ,.; [A Fti a ]o AB Switch �.._ I Y MEA Keyboard - - I I -- Forms Server 0 ' =. • Compaq ,il +`� Proliant 1 _ � a~ i ,, SOOOR i ' C • • ' APC Smart UPS 1, 1 °: J 1400 i • • 36URACK • SYSTEM RACK SETUP EXHIBIT A High Level Network Drawing n n oi n mYF Minimum CYF/CBMS anb r1 • Micro Computer CYF/Ceras Micro CYF/CBMS Computer 1—, Micro Computer i El CBMS Standard n - Micro Computer _ Micro Computer n n; �, .. I7�5 CYF Non Standard Micro Computer Micro Computer ri^ L_c LPlc d T'-j_ Minimum CYF/CBMS Non Standard Micro Computer ''I Micro Computer Compaq Proliant Novell 4.11 d 0 File 8 Print Services ,,,__. t Existing S Server Natal Internet Service a Provider FireWall ay etvro s - Existing HUB Hub CISC• .i• is r�• Router CBMS DataBase Server US WEST Frame Relay EXHIBIT A NDS STRUCTURE FOR [ ] COUNTY CTY (CONTAINER) CE (CONTAINER) DEN (CONTAINER) Contents of DEN.CE.CTY Container P01_HPLJ5SI (PRINTER) P02_HPLJ5 (PRINTER) P03_HPLJ4SI (PRINTER) P04_HPLJ4 (PRINTER) P05_HPLJ4 (PRINTER) P06_HPLJ4 (PRINTER) P07_HPLJ4 (PRINTER) Q01-HPLJ5SI IPRINT QUEUE) Q02-HPLJ5 (PRINT QUEUE) Q03-HPLJ4SI IPRINT QUEUE) Q04-HPLJ4 (PRINT QUEUE) Q05-HPLJ4 (PRINT QUEUE) Q06-HPLJ4 (PRINT QUEUE) Q07-HPLJ4 (PRINT QUEUE) jUSERS) USER USERS FIRST USERS LAST Users Middle LOGIN ID NAME NAME Initial 1 Frances Adams B ADAMSXFB 2 Sue Allman C ALLMANSC 3 Carolyn Amold D ARNOLDCD 4 Carol Buckohr E BUCKOHCE 5 Linda Chadwick F CHADWILF 6 Wendy Cihon G CIGONXWG 7 Tina DeVecka H DEVECKTH 8 Jean Gowan I GOWANXJI 9 Lisa Haverfield J HAVERFLJ 10 Susan Immel K IMMELXSK 11 Bill Ivan L IVANXXBL Contents of DEN.CE.CTY Container DHS_DEN_S01 (FILE SERVER) DHS_DEN_S01_SYS (VOLUME) DHS_DEN_S01_EML (VOLUME) DHS_DEN_S01_USR (VOLUME) DNS_DEN_S01_UPS (USERID) DL_DEN (GROUPWISE DISTRIBUTION LIST) EXHIBIT B "AS-BUILT" SAMPLE FLOORPLAN SYMBOLS M SERVER © cEPOIC4AL, ® moues rlaY A ►c/Palau race 6 MOW ® NM r6taIaUlloM MA K SOPEJ0OIT Oa MK it WIWI am `f] PERSONA.COMPLIED 'L1 LOP SPEED PRNIER !N. MCP SPCEO PANIER :M MARE OIPANSIOM E0c JE o E PORN SERVER r �,,,;2 4a 46 r0f L C ''J ;F:; ESICMrK3EaS1ar.4 044 p4}H D<2 {p4t 1 D40 Eou [x�_ ��;; Ce) POa[a PO.E- - £ 4D47 40,45 ASIR IiPi�'[ - �J'1 --A-7-.;E G YWL sum MO arc PANEL 607 `0 i.i — H —----CABLE RR11WG Q E I 1�;I 026, I D35 COCO a Er—�� D18 ID2222/ 1E "�I.PRIVAu L�D14 P ../_ ('•'- D3 0 -Y cenou 1 I I E,F.;. E -1- .euxx fr A iF I F�4010 D17 021HD25 D2 D32 D3_ mops' 407-(MM I F07.ADM 01��1TC! IJ I• 1008 015 0101.402.3D2 030 03 036 'RE CCP. a 0 V ravel SERVER 0 ' 0 CIA PULLS 45 (MIN Mnas?s [STE 1I I 1 nml.sm. loot I(?)//, Clover. MNOM.10 awn-SEIS II??KET COMMCC sins EXHIBIT C Equipment Replacement Cost Terms VIII. STIPULATED LOSS VALUE: Lessee shall promptly and fully notify Lessor in writing if any unit of Equipment shall be or become, lost, stolen, destroyed, or irreparably damaged in the reasonable determination of Lessee (such occurrences being hereinafter called "Casualty Occurrences"). On the rental payment date next succeeding a Casualty Occurrence (the "Payment Date"), Lessee shall pay Lessor the sum of (x) the Stipulated Loss Value of such unit calculated as of the rental date next preceding such Casualty Occurrence (the "Calculation Date") pursuant to the table in Section D of the applicable Schedule and (y) all rental and other amounts which are due with respect to the Equipment under the Schedule as to which the Casualty Occurrence occurred as of the Payment Date. Upon payment of all such sums, the Basic Lease Term as to such unit shall terminate and Lessor shall remove Equipment and the Lessee shall have no further obligation to Lessor for such Equipment. D. Stipulated Loss and Termination Value Table* • # of Termination Stipulated Payments Value Loss Value *The Stipulated Loss Value of Termination Value for any unit of Equipment shall be the Capitalized Lessor's Cost of such unit multiplied by the appropriate percentage derived from the above table. In the event that the Lease is for any reason extended, then the last percentage figure shown above shall control throughout any such extended term. EXHIBIT D For customers who will access the CYF network, the following forms will be needed (every site must fill out the CYF Project—Employee Information & LAN Access Worksheet): COUNTIES PLEASE READ: 1) For customers requesting CYF network access only; complete the CYF LAN worksheet and the Colorado Department of Human Services Statement of Compliance form. The county or DYC security officer must sign the CYF LAN worksheet. 2) For customers who need access to the CYF network and any mainframe (GGCC) applications (i.e. COIN, Food Stamps, ACSES, COFRS, etc), complete the Colorado Department Statement of compliance), the CYF LAN worksheet, and the Request form for access to GGCC via TCP/IP. The county or DYC security officer must sign the Security Registration application and CYF LAN worksheet. The state security administrator must sign the TCP/IP request form and the CYF LAN form. 3) For customers who already have an active mainframe (GGCC) userid, the Request form for TCP/IP and the CYF LAN worksheet must be completed. DEPARTMENT OF YOUTH CORRECTIONS PLEASE READ: 1.) For customers who need access to CYF LAN but have existing DYC (client database FireFox) login or don't need access to the DYC (client database) complete the following forms: CYF LAN worksheet, Colorado Department of Human Services Statement of Compliance 2.) For customers who need access to DYC (client database) and the CYF LAN complete the following forms: CYF LAN worksheet, check mark the DYC box, and complete the Colorado Department of Human Services Statement of Compliance. • Reminder: All CYF and mainframe applications must be signed by the authorized security officer and all forms should be sent to the state security administrator for processing: The address and fax are noted below: CDHS Carolyn Montgomery 1575 Sherman St. Denver, CO 80203-1714 Fax: 303-1666-5743 NOTE: If you already have access to some of the systems (Unix-DYC (Client Data System), HIMS, GGCC (COFRS, COIN, CWEST, etc) you do not need to request this access again, but please make note in the space provided for systems you already have access to. However, County staff that already have GGCC access will need to complete the TCP/IP form. This will give them ability to use the software to get to GGCC. Please call the Help Desk if you have questions. The following expiration dates are followed after non-use: LAN ID 60 days suspended, 180 days automatic deletion. GGCC non-use 30 days suspended 6 months automatic deletion. Rwbbn Data 1215988TEAM COLORADO APARTMENT OF HUMAN SERVICES OFFICE OF INFORMATION TECHNOLOGY SERVICES-COMPUTER ACCESS APPLICATION 1 EXHIBIT D e ! c CYF Project-Employee Information & LAN Access Worksheet General Information Employee Start Date Effective Date: County/Campus: LAN Access only: (Circle one) Check here for additional Add / Delete / Change /Transfer access other than LAN: Last Name: First Name: Middle Initial: Work Street Address: City: State: Zip Code: Title: Home Phone: Work Phone&extension: Work Unit(i.e.: admissions adolescent Intake etc.) • Check for Check for DYC Check for PC Check for Citrix EN Number(GGCC user ID) HIMS access access(Client Anywhere Access Access Or existing LAN ID.(if applicable): ❑ Database) ❑ ❑ Job duties and/or other comments related to request: (please write in if this request is for additional access) Supervisor Name: Supervisor Signature: Supervisor Phone/Extension: County/DYC Security Administrator Signature: State Security Administrator Signature: RerSon DADA 12/15955.28 AM COLORADO DEPARTMENT OF HUMAN SERVICES OFFICE OF INFORMATION TECHNOLOGY SERVICES-COMMIES ACCESS APPLICATION 2 EXHIBIT D COLORADO DEPARTMENT OF HUMAN SERVICES SECURITY REGISTRATION APPLICATION The following questionnaire will be used to register users into the TOP-SECRET and NATURAL security systems. It is imperative that all questions be answered to heir fullest extent. TYPE or PRINT CLEARLY. (CHECK REQUIRED DEPARTMENTAL ACCESS) STATE HUMAN SERV. CNTY SOC.SERV. JUDICIAL. (IV-D tech only) (CHECK TYPE OF GGCC ACCESS BEING REQUESTED) FOOD STAMPS PROFILES:(check only one) (1), (2), (3), (4), (5), (6) (7) LEAP (ECOINH) COIN (EPPL) _ PERS.PAY UP INQ CACTIS (EFSEARCH) _ EMP.FIRST COFRS (ECWEST) CHILD WELFARE (EDIVRH) _ VOC.REHAB PDS CHILD ABUSE REGISTRY _ TSO EMPL.(PDS) CHATS ADS (EACSES) AUTO.CHILD SUPPORT PROD. (ATTACH FORM) TEST DEV. 1. a. IS THIS A NEW APPLICATION B. ADDING ADDITIONAL ACCESS? 2. If lb.is checked,what is your currently assigned Social Services User-Id? 3. What is the complete name of the organization for which you are employed: 4. Describe the work you da which requires access to the data resources of the computer center. Include the unit that you work in. 5. Your work address and phone number(and extension). FOR ITS USE ONLY USER-ID: PROFILES: 6. EMPLOYEE'S NAME:: (please print) LAST FIRST MI Previous Name User: (If different from above.) NAT GROUPS: 7. EMPLOYEE'S signature that they have read the required STATEMENT of COMPLIANCE letter. (all new applications must have Compliance Form attached) 8. EMPLOYEE's SOCIAL SECURITY NUMBER: XXX-XX-XXXX NATURAL PSWD: 9. (Authorizing Signature and Title) Revision ODD 12115/96 BOB AM COLORADO DEPARTMENT OF HUMAN SERVICES OFFICE OF INFORMATION TECHNOLOGY SERVICES.COMPUTINI ACCESS APPLICATION 3 • EXHIBIT D COLORADO DEPARTMENT OF HUMAN SERVICES STATEMENT OF COMPLIANCE It is the policy of this agency that the Executive Order dated July 1, 1978 and the Division of ADP Policy Statement regarding access of public records be strictly adhered to. An excerpt from these document;can be found below. Please review the paragraph,and indicate our understanding by your signature. If you wish to review the complete documents please contact the Security Administrator within the Department of Human Service. It is the public policy of this State that all public records shall be open for inspection by any person at reasonable times, except as provided in Part 2 of Article 72 of Title 24,C.R.S. 1973 as amended, or as otherwise specifically provided by law. The release of any information to the public, supplied through automated processes,shall not take place unless the following events have transpired: • Written requisition delineating the desired information,records, or data must be received by the official custodian. • The official custodian must determine if the requested information,record,or data constitutes public record and its disclosure is within the law. All data resulting from the activities of an agency is considered the private data of that agency. Use and dissemination of this data by any Government, or Corporate personnel is prohibited without the proper authority being given. The departments Executive Director, the official custodian,must receive a written request for access to the department's data prior to that data being released in any manner to any individual,government agency, or private concern. It is the requesters responsibility to adopt adequate safeguards to protect data stored within their facility. Protection is to be in accordance with FIBS Pus 41 May 30, 1975. Any person who violates ARTICLE I(GENERAL-PROVISIONS)TITLE 26-1-114 subsection(1)or(3)is guilty of a misdemeanor and may be punished by a fine of not more than$500,or imprisoned in the county jail for not more than three months,or by both fine and imprisonment. The data supplied by the Colorado Departments of Human Services shall be used only for official State business. Confidentiality of CDT-IS data from accidental,unauthorized,intentional,malicious modification, destruction. or disclosure must be maintained. From The Code of Colorado Regulations: R8-1-5 State Assets Not to be Put to Private Use. No state employee shall use state time,property, equipment,or supplies for private use, or for any ether use not in the interest of the state of Colorado. It is the duty of every state employee to protect and conserve state property. (Effective date January 1, 1986; Statement of Basis and Purpose adopted July 23, 1985.) FOR SECURITY PURPOSES ONLY: To Be Completed by User: Social Security Number: ___-__-____ Mother's Maiden Name: Name: Date: "I have read the Statement of Compliance and I agree to abide by its terms." XSignature: XCounty Security Administrator Signature: 4 PeNelan DM=1]I15986 CO TS AM LOM HARMA OO DEPARTMENT OF N SERVICES OFFICE OF INFORMATION TECHNOLOGY SERVICES-CO•PUTFR ACCESS APPLICATION EXHIBIT D REQUEST FORM FOR ACCESS TO GGCC VIA TCP/IP NAME: DATE: GGCC USER ID: AGENCY: SCHEDULE 12 INFORMATION: AGENCY ID SCHEDULE 12 EXT PROJ1 EXTPROJ2 EXT PROJ3 Any pertinent network or telecommunications information needed by telecommunications should be here: State Security Administrator Signature:_ RoviFm Dale 1]/1599 @]b AM COLORADO DEPARTMENT OF HUMAN SERVICES OFFICE OF INFORMATION TECHNOLOGY SERVICES-CONFUTER ACCESS APPLICATION 5 • 11 Akiiiigtwr ,:lE.,______) .. _ . _1_,I, DEPARTMENT OF SOCIAL SERVICES r. 1..� PO BOX A 1111111 . , -� � - -- GREELEY, CO 80632 ' Administration and Public Assistance(970) 352-1551 -�� Child ;i Lance(970) 352-6933 C' Protective and Youth Services (970) 352-1923 COLORADO MEMORANDUM TO: Dale K. Hall, Chair Date: June 24, 1999 Board of County Commissioners FR: Judy A. Griego, Director, Social Services (��,�x RE: Children, Youth, and Families Automatio roject) Agreement Between the Weld County Department of Social Services and the Colorado Department of Human Services Enclosed for Board approval is a Children, Youth, and Families (CYP) Automation Project Agreement between the Weld County Department of Social Services and the Colorado Department of Human Services. The Weld County Attorney and SCT have reviewed the Agreement. They recommend approval of the Board. The major purpose of the Agreement is to identify that Weld County has chosen Option 1 as its infrastructure implementation option. This option provides for the CYF Automation Prcject to be installed at the desk level by the Colorado Department of Human Services with an existing County-owed LAN. The hardware provided under this Agreement is for Weld County caseworkers and child welfare administrators who are the end users of the Statewide-Automated Child Welfare Information System. If you have any questions, please telephone me at extension 6510. 991540 Hello