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Policy Title:	Information Technology Asset Management
Policy Number:	DHS-070-014	Version:	1.0	Effective Date:	11/12/2002

Approved By: DHS Chief Administrative Officer

Approved Date: 11/12/2002

           

Purpose:

Information technology (IT) asset management provides for policies, procedures, and guidelines for lifecycle management of the DHS IT assets from standards and acquisition to installations, management, and surplus.

Policy:

1. General
1. DHS uses information technology (IT) to assist the organization in achieving its objectives.
2. The Office of Information Services (OIS) is responsible for the management of IT assets and lifecycle processes, including standards, acquisition, management, surplus, and long-range planning.
3. Consistency in technology allows the development of efficient and cost-effective methods for supporting and managing the technology environment and in planning for upgrades, migrations, staff training, and future technology installations. Long-range planning for information technology changes shall include business as well as technical input.
4. IT acquired for or on behalf of DHS is owned by DHS.
5. IT equipment is assigned to the position, not the individual, and remains with the position if the individual terminates employment or is transferred to another position. If a position is abolished, IT equipment will be returned to OIS inventory.
6. IT equipment will be used within DHS as long as practicable.
7. Employees who violate or otherwise abuse the provisions of this policy may be subject to disciplinary action, up to and including dismissal.
2. Acquisition
1. Acquisition of all information technology for DHS is the responsibility of the Chief Information Officer (CIO). Authority to acquire IT may be delegated by the CIO.
2. Acquisition of IT shall follow a central purchasing method. Purchases, contracts, amendments, and renewals will be processed through OIS for approval by the CIO or designee.
3. Approvals for acquisition are based on availability of funds as determined by the CIO's designee, conformance to IT standards, and solution match for business need.
4. All IT acquired for or on behalf of DHS or developed by OIS employees or contract personnel on behalf of DHS are and shall be deemed DHS property.
3. Standards
1. A standard, basic technical infrastructure will be established for DHS. It will be defined and managed by OIS and will include the network and the desktop.
2. Desktop IT consists of standard hardware and software configurations and images (excluding test computers).
3. OIS is responsible for:
1. Establishing hardware and software standards for any IT product.
2. Reviewing requests for new, amended, or replacement IT standards. New-to-DHS IT will be assessed by OIS staff for compatibility with and impact on other DHS IT components, as appropriate.
3. Using department-wide business and technical needs in determining approval of new, amended, or replacement standards.
4. Establishing standard software configurations and desktop images. These standards shall automate business rules where possible (e.g. use of screen saver password protection).
5. New IT policy and standard decisions shall have formal plans for implementation.
4. Equipment Management
1. DHS will control its IT assets to comply with State policies and regulations, as well as applicable licensing and copyright laws.
2. OIS is responsible for tracking DHS-owned software and hardware, including licenses, through an inventory control system (OIS-NDS-Asset Management office is in the process of developing this system, which will track IT hardware and software inventories). Software inventory records and reports shall be available in accordance with DAS IRMD policy. All software licenses (or copies of the licenses, purchase orders, or copies of VISA statements with software purchases highlighted) will be sent to the OIS-NDS-Asset Management office for central tracking and control.
Installations of Software and Hardware
1. DHS shall maintain an IT environment whereby installations and configurations are centrally managed through OIS.
2. Only DHS designated standard software, hardware, or approved exception shall be installed.
3. Software, hardware, or approved exception must be DHS owned or licensed. All software without required licenses will be removed from the desktops/laptops.
4. Designated OIS staff shall authorize installations of software, hardware, or approved exception.
5. Installation of business-related, no cost software (i.e. Adobe Acrobat Reader or browser-required applications) shall be approved through OIS. These types of software shall be evaluated through the standards and exception to standards procedures.
6. User-supplied software shall not be installed or executed on DHS-owned desktops. Do not install or connect non-DHS hardware to a DHS network.
7. Unauthorized duplication of licensed software is a violation of this policy and a violation of copyright laws.
8. All excess IT equipment within DHS shall be the responsibility of OIS to reuse or surplus as determined by OIS. First priority for redeployment requests within DHS shall be with the business unit where excess equipment originated.
9. OIS shall delete all data and applications, exclusive of the operating system, from all excess IT equipment prior to re-deployment or placing in spare inventory, loans, or surplus.
10. OIS shall be responsible for delivery of equipment to the identified re-deployment work site.
11. OIS shall store spare IT equipment in a designated reserve location for use as needed.
Exceptions
1. OIS is responsible for reviewing and approving exceptions to IT policies.
2. OIS may grant exceptions to this policy under extraordinary circumstances. Requests for exceptions must be made in writing to OIS stating the business need and unique circumstances requiring an exception. (See: Request for Exception Procedure)
3. OIS will evaluate and determine if the requested exception can be reasonably resolved through technology within the confines of the DHS technology environment.
4. For granted exceptions, the requester must establish with OIS a plan for technical support, training, and maintenance. The plan shall be developed prior to purchase or implementation of non-standard technology.
5. Exceptions shall be considered provisional and can be superseded any time a DHS standard is determined. If a broader need is determined at the time of an exception request, then a DHS standard will be established.
6. Upon granting an exception regarding access to or connection with the DHS local or wide area network, a written agreement between the requester and OIS must be developed stating the conditions of access, security, technical support, and maintenance.
7. Loan IT Equipment
1. Only spare IT equipment that is no longer under warranty is eligible for loan to DHS partners or clients. Loaned IT equipment is allowed in situations where a business unit determines that the loan to a partner or client will fulfill DHS' mission or goals. Loan of equipment will comply with policies, rules, regulations, and laws governing State- or DHS-owned IT equipment.
2. Conditions of each loan shall include but are not limited to the following:
1. OIS shall delete all data and applications, exclusive of operating system, residing on loan IT equipment.
2. Loan IT equipment shall remain on OIS IT asset and inventory records.
3. The loaning business unit is responsible for completion of a loan agreement with the user (Form: DHS IT Loan User Agreement), completion of a State Property Coverage Agreement, performance of a yearly audit of compliance with the agreement and software license rules and laws, and reporting results of the yearly audit to OIS.
4. The user of the loan IT equipment shall be responsible for any physical damage or loss, ordinary wear and tear excepted, regardless of fault.
5. DHS is not responsible for maintenance or repair of loan IT equipment, including hardware, software, or connectivity.
8. Surplus

OIS shall delete all data and applications, exclusive of operating system, residing on surplus IT equipment. OIS shall process the surplus IT equipment under the rules and regulations of the Department of Administrative Services (DAS). See Oregon Administrative Rules (OAR), Chapter 125-050.

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Procedure(s):

• DHS-070-014-01, IT Acquisition Procedure
• DHS-070-014-02, Managing IT Equipment Procedure
• DHS-070-014-03, Request to Connect to DHS Network Backbone (by Non-DHS Organization)
• DHS-070-014-04, Request for Exception to Asset Management Policy

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Form(s):

• DHS 0072, State Property Coverage Agreement - WORD or PDF
• DHS 0073, DHS State Property Loan Agreement - WORD or PDF
• DHS 0074, Network Services Request Form - WORD or PDF
• DHS 0075, Hardware/Software Purchase Business Requirements - WORD or PDF

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Reference(s):

• DHS-070-007, DHS IT Standards Policy
• DHS IT Standards
• Statewide IT Policies
• Oregon Administrative Rules (OAR), Chapter 125, Division 50, State Surplus Property
• Oregon Administrative Rules (OAR), Chapter 125, Division 35, Federal Surplus Property

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Definition(s):

Central purchase:All purchase or acquisition requests are processed through OIS and the Contracts and Procurement Unit.

Desktop: Any product intended as or for a single-user computing device that may potentially be connected to the local area or wide area network. Examples include desktop computers, laptop computers, printers, scanners, personal digital assistants, other peripherals or devices, and software.

Excess IT equipment: Extra IT equipment no longer used or needed by the assigned position due to equipment replacement or position abolishment.

Goods and trade services: Goods and trades services are information technology products and services obtained by direct purchase or through solicitations. They may include products or services covered by current state price agreements or may be acquired through a solicitation process or direct negotiation.

Information technology: Information technology includes, but is not limited to, all present and future forms of hardware, software, and services for data processing, and office automation.

Loan IT equipment: IT equipment identified as spare equipment and on loan to DHS partners or clients.

Personal services: Personal services include professional information technology consulting services obtained on contract. Examples include software development and technical consulting.

Spare IT equipment: IT equipment held in reserve by OIS for use as needed or available to loan.

Standard: Minimum criteria established by authority, custom, or consensus, against which individual actions and decisions at all levels of an organization are measured.

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Contact:

• Name: Natalie Barnes; Phone: 503-947-5499; Email: natalie.s.barnes@state.or.us

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Policy History:

• Version 1.0:
  • 11/12/2002 - Supercedes: AS-IT-00-0002, IT Acquisition Policy, Version 1.0, dated 10/04/2001 and AS-IT-00-0003, IT Surplus Policy, Version 1.0, dated 10/04/2001

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