DHS Adminstrative Procedure: Request for Exception to Asset Management Policy

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Procedure Title: Request for Exception to Asset Management Policy

Procedure Number: DHS-070-014-04
Version:
1.0
Effective Date:
11/12/2002

Approved By: DHS Chief Administrative Officer
Approved Date: 11/12/2002

Procedure

Step	Responsible Party	Action
1.	Business Unit Supervisor	Make request for exception to OIS Technology & Strategy (T & S) via e-mail at mailbox Request, Exceptions. Request must include: Extraordinary circumstance initiating request Business need resulting in request E-mail subject: Request for Exception to IT Asset Policy
2.	R&D Software Reviewer	Log new request information in request tracker and assign request number. Via e-mail Reply feature (reply to all, include message), send acknowledgement of receipt to Requestor. Include: Assigned Request number and ask that future correspondence refer to the number Give T & S contact name and phone number for questions Forward request to T&S Manager for review
3.	T&S Manager	Review request for following: Is there an extraordinary circumstance? Are there additional rules, regulations, policies, etc. which would prohibit the granting of this exception? Are there conditions for granting an exception? ** Are there other considerations? Make determination. If granted, document conditions of grant. Notify Requester, all parties impacted by decision, and R&D Software Reviewer of determination.
4.	R&D Software Reviewer	Update Log.

** Example: Due to the current extraordinary budgetary constraints and the fact that the software requested for installation meets DHS standards, OIS will grant an exception under the following conditions only:

The owner of the software will supply to the responsible business manager a copy of the software licensing agreement;
The owner of the software will prepare and sign a memorandum that during the duration of temporary work for DHS, the software will be installed ONLY on one computer, and that one computer is the assigned equipment at the DHS worksite;
The responsible business manager will supply OIS with the duration of the temporary work and the specific date the temporary hire expires; and
The responsible business manager will assume responsibility for notifying the HelpDesk to uninstall the software immediately upon expiration of the temporary position.

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Policy

DHS-070-014, DHS IT Asset Management Policy

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Form(s)

None

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Contact

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

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Procedure History

Version 1.0:
- 11/12/2002 - Initial Release

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Oregon Department of Human Services
500 Summer St. NE E25, Salem, OR 97301-1098
Phone: (503) 945-5944
Fax: (503) 378-2897
TTY: (503) 947-5330

Procedure Title:	Request for Exception to Asset Management Policy
Procedure Number:	DHS-070-014-04	Version:	1.0	Effective Date:	11/12/2002