2002-06-26 CC Packet - Laserfiche WebLink

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~ ^ 3 suMMARy Evaluating management options for computer. systems is complex and requires preparation. I districts, reported using two or three management options to maintain their computer systems. About one-quarter, mostly small and medium-sized cities, . reported using a single option to maintain computer systems, and that option was most often a jurisdiction's own staff. Local Governments Should Prepare to Evaluate Options for Managing Computer Systems Before local governments decide wbich options work best for their computer systems, they should prepare themselves to evaluate the options. Preparation means, first, that the local governments' top officials should understand and support the role of information technology in getting the governments' work done. Second; local governments should determine where technology staff best fit within their jurisdiction's organization. Third, they should be prepared to fully estimate computer systems' costs, which requires estimates of total costs over the life cycle of equipment as well as the hiring, compensation, and ongoing training costs for staff. They also need the capacity to set spending priorities among competing technology projects. Fourth, because managing computer systems often involves working with external providers, local governments should be prepared to follow appropriate contract management practices and assess providers' financial stability. Fifth, local governments should determine what services need to be automated because only the technology that clearly supports their programs and data should be used. Sixth, because technology evolves rapidly, and to avoid fragmented computer systems, local governments need to follow planned computer replacement programs. Finally, local governments should be prepared to assess management options within the context of their own unique demographic, financial, and political characteristics. For example, jurisdictions in some rural areas of the state may have limited opportunities to hire appropriately trained technology staff, forcing them to consider other options. Local Governments Should Follow Best Practices in Evaluating Management Options The report identifies three best practices that are important when evaluating options for managing computer systems. It recommends that, regardless of which options are under consideration, local governments use the best practices to help judge the options' effectiveness. 1. A Framework Should Be in Place to Guide the Management of a Computer System Good asset management requires use of an up-to-date inventory of computer system equipment that describes hardware and equipment configurations. Local govermnents should ensure that whoever manages their computer system maintains complete inventories. Those who maintain computer systems should follow documented management programs with clear and specific procedures for daily operations and control of the system. They need to communicate technology policies and procedures to the jurisdictions' staff who use computers, and they should monitor adherence to the policies. Periodically, the policies and procedures need to be updated. Example: The city of Fergus Falls developed policies to communicate . acceptable computer uses to city staff. Developed jointly by managers and staff, the policy covers various procedures, inClUding-security measures that forbid the reproduction of software and require users to change passwords eve/)' 90 days. All employees who use the computer system must sign a statement indicating that they have read the policy. The city's information systems staff supplement the written guidelines with activities such as using invento/)' software to track which