Monterey County

Information Technology Policies

 

Section:  3.0
Subject: Information Technology Asset Management Policy
Date Issued: September 10, 2002
Issued by: Director of Information Technology, as recommended by the Department Head Information Technology Steering Committee
Applies to: All Departments and Agencies

  

PURPOSE

To establish the process, responsibilities, and roles for determining and maintaining ownership for all County information technology assets and to define the scope of the ownership responsibilities.

POLICY STATEMENT

All County Departments will assist the Information Technology Department to identify and maintain ownership records for all County information technology assets, including:  computing hardware, software, applications, data, networks, and electronic communication devices.  If ownership is in doubt, the Information Technology Steering Committee will assess the situation and assign ownership responsibilities to the Department with the greatest rationale for assumption of the ownership role.

Information technology asset management is first a financial issue and second a technology issue.  Even devices with low initial cost will adversely drive up support and management costs if proliferation is unmonitored and unmanaged.  Effective budgeting, planning, deployment, software license compliance, lease management, procurement contract negotiations, etc. require the knowledge of the volume of holdings.  Maintaining a County-wide inventory and record of ownership will greatly facilitate the aforementioned management processes.

The role of ownership will encompass the responsibilities for making acquisition decisions, and as appropriate, conforming with County information technology principles, policies, and strategies, obtaining a return on the investment, controlling the total life cycle cost of the asset, assuring appropriate use, implementing innovative asset management best practices with regard to the technology, and managing the risks (i.e. security, data privacy, personal non-business use, loss and replacement, etc.). 

DEFINITIONS

Asset Ownership a defined role and responsibility for the management of an information technology asset.  This is independent of the means of procurement (i.e. leasing, grant, purchase, etc.) and does not necessarily confer title to the asset.  In fact, the asset may be freeware, or data brought into the County from a source at no cost, yet someone must be the authoritative source and decision maker with regard to the disposition and management of the asset.  This responsibility is vested into the role of defined asset ownership.

Best Practice a best practice is a group of tasks that optimizes the efficiency (cost/risk) or effectiveness of a business discipline or process to which it contributes.  It is a standard benchmark for world-class operations that is replicable, transferable, and adaptable across industries.

ROLES AND RESPONSIBILITIES

Board of Supervisors Accept gifts and grants of information technology to the County only upon acceptance of the ownership role by an identified County Department.

Information Technology Steering Committee deliberate and designate ownership for existing County information technology assets when other attempts to establish the responsibility have been ineffective, or when the ownership role is in dispute.

County Administrative Officer facilitate the development of Board of Supervisor presentations for proposed information technology acquisitions, grants, leases, etc. which clearly define and designate the ownership role for information technology assets being acquired.

Director of Information Technology develop and maintain the capacity to retain inventories and ownership records for information technology.  Establish lists of information technology within the County and identify a proposed owner.  Verify ownership with both the proposed Department and the Information Technology Steering Committee.  Seek guidance from the Information Technology Steering Committee where ownership is unclear, unidentifiable, in dispute, or unaccepted.  Make   information technology inventories and ownership records available to the County Departments for management purposes.  Assist owners in performing their ownership roles by advising on asset management best practices, technology directions, and implications of established and adopted County Principles, Policies, and Strategies.

County Departments assist the Information Technology Department in establishing and maintaining information technology ownership.  Accept and actively perform the responsibilities of asset ownership as defined by County Policy.