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HomeMy WebLinkAbout2022-038 - Res. Establishing the Mason County Computer Replacement Policy and Procedures Resolution 2Q21-038 A Resolution Establishing the Mason County Computer Replacement Policy & Procedures in Title 2 of the Mason County Code WHEREAS, it is necessary to establish a computer replacement policy and procedures to provide a clear outline of how and when computer systems and hardware throughout the County should be replaced to avoid interruptions,maximize efficiency, prepare for financial outlay and maintain records; WHEREAS, the Mason County Information Technology Steering Committee reviewed the Computer Replacement Policy and Procedures and recommend approval; NOW, THEREFORE BE IT RESOLVED by the County Commissioners to adopt the Mason County Computer Replacement Policy and Procedures (attachment A) and add to Title 2 of the Mason County Code. Dated this 7ti, day of June, 2022 BOARD OF COUNTY COMMISSIONERS ATTEST: MASON COUNTY, WASHINGTON McKenzie Smi , Clerk of the Board Kevin Shutty, Com issioner APPROVED AS TO FORM: Sharon Trask, Commissioner Im Whitehea , Randy Neatherlin, Commissioner Chief Deputy Prosecuting Attorney 1:\RESOLUTIONS&ORDINANCES\RESOLUTIONS-ORDINANCES Word Files\2022\Computer Replacement Policy.docx Attachment A MASON COUNTY COMPUTER REPLACEMENT POLICY & PROCEDURE POLICY STATEMENT It is the policy of Mason County to provide computer-related equipment to all Mason County Departments/Offices(County)in a cost-effective and efficient manner, subject to available funding. PURPOSE The purpose of this policy is to provide a clear outline of how and when computer systems and hardware throughout the County should be replaced to avoid interruptions,maximize efficiency, prepare for financial outlay and maintain records. SCOPE The scope of this policy applies to all workstations, laptops,peripherals and servers within the County. BACKGROUND The sheer number of devices managed by the Information Technology Department (IT)requires a well- defined and transparent strategy to ensure that all County elected officials, staff, and public are provided the most efficient tools to complete their duties and inquiries. An Information Technology Fund is established to pay for technology costs that are spread across the entire County. Individual department/office technology costs are the responsibility of the department/office. The Budget Manager, in consultation with IT, shall determine the annual internal cost of the Information Technology Fund to Current Expense and Other Funds. DESKTOP AND LAPTOP REPLACEMENT While replacement of computing hardware is an expensive and often labor-intensive process, it is necessary to ensure continuity of the County's business. And while computers of any age can have hardware problems, older computers are significantly more likely to fail, resulting in lost time, increased employee and public dissatisfaction, potentially lost information and cybersecurity issues. The intention of this policy is to provide a clear outline of how and when computer systems throughout the County should be replaced to avoid interruptions. Desktop and laptop computers should be purchased with the intention of providing acceptable performance for no less than three years,with the goal of replacement by the sixth year. RESPONSIBILITY It is the responsibility of IT to administer this policy, under the general direction of the Budget Manager and Mason County Administrator. DEFINITIONS Hardware -Physical computing equipment such as workstations, servers, and the subsystems they contain. Software -Non-physical programs, data suites, or operating systems used by hardware. Equipment -Physical accessories, components, or mechanisms that compliment or supplement hardware. Replacement -The removal of outdated hardware, software, or equipment for a more productive solution. Performance -The efficiency of which the hardware, software, or equipment allows for workplace production. Deployment -Installation of hardware, software, or equipment in the workplace. Maintenance -Manufacturer level support, repair, or replacement of covered item. J:\Policies\Computer Replacement Policy\Computer-Hardware-Replacement-Policy final.docx Page 1 Attachment A PROCEDURE RELATING TO COMPUTER REPLACEMENT POLICY Desktop and Laptop Replacement Desktop and laptop computers should be purchased with the intention of providing acceptable performance for no less than three years,with the goal of replacement by the sixth year. The on-going procedure is that 1/6 of the County's computers will be replaced annually. The Budget Manager will consult with IT on an annual basis to determine which computers are due to be replaced in the following budget year. During the preparation of the annual budget, the Budget Manager will notify the departments/offices that need to include computer replacement funding in their budget request. All computer hardware and software purchases shall be made through IT, unless directed by IT to make the purchase elsewhere. The cost of all purchases is the responsibility of the requesting department/office. While computer configurations should remain relatively consistent across the County to minimize the time required for deployment and maintenance, IT recognizes that some users need unique applications. Computers should be replaced in the event that they are no longer able to run required software adequately. Systems that require replacement earlier than anticipated need to be evaluated and approved by both the department head/elected official of the user requesting the replacement,IT and Budget Manager. All costs are the responsibility of the requesting department/office. Whether to replace computers with a desktop or laptop computer will be evaluated and approved by both the department head/elected official of the user and IT. Because they are both more expensive and less robust, laptops should only be purchased for users who havejob duties that require their primary workstation to be portable. Server Replacement Servers should be purchased with the intention of providing acceptable performance for no less than five years, with the goal of replacement by the sixth year. To maximize compatibility and longevity, servers should only be purchased from top-tier manufacturers providing full support for the expected lifespan of the hardware, and should not contain consumer-grade components like SATA disks. Because server downtime affects the work of many people at once, resiliency during hardware failure should always be considered. Hot-swappable and redundant components should be purchased whenever possible. Servers should be purchased with at least a five-year hardware warranty and with response times of at most one business day by the manufacturer or representative. IT will maintain a supply of replacement components, especially for server hardware that is nearing end-of-life. Replacement Strategies Hardware replacement requires different strategies in different areas to minimize inconvenience for end users. Staff will be given adequate notice prior to workstation replacement and IT personnel will attemptto work around individual end user schedules. Server replacement typically requires software migration, which often requires an interruption of service. Migrations should take place outside of normal business hours and,when feasible,on days that minimize impact to end users. The County will annually replace outdated workstations according to the six-year replacement schedule.The replacement schedulemay be completed earlier if technology and funding opportunities are available. J:\Policies\Computer Replacement Policy\Computer-Hardware-Replacement-Policy final.docx Page 2 Attachment A Maximizing Workstation Lifespan The County uses a rolling replacement strategy to ensure that computers purchased by the County are utilized to their fullest extent before decommissioning. When new computers are purchased, IT first evaluates the current hardware being used to run resource intensive applications. Any substandard computers being used for such applications are replaced first. While the computers being replaced may no longer be suitable for intensive use, they may be acceptable for normal business and may be redeployed. The remaining new computers andthe reclaimed computers arethen deployed to locations with typical application use, with the oldest computers taking the highest priority for replacement. The computers being replaced may then be redeployed to a location with very conservative usage(e.g.email and Internet access), ormay bedisposed of if they are deemed too old to be reliable. Peripherals The usable lifespans of monitors and other peripheral hardware can vary significantly from the usable lifespan of a desktop computer. It is the responsibility of individual departments/offices to purchase keyboards, mice, speakers and other peripheral hardware for their employees. It is advised to confer with IT if unsure of the type of equipment that is needed. Disposal When a workstation or server reaches the end of its usable life, IT decommissions and disposes of the equipment. Exceptions may be made, at the discretion of IT. If a department/office wishes to retain ownership of the obsolete system, they are responsible for the proper disposal and destruction. Priorto disposal,all fixed disks musteither be removed for physical destruction or securely erased using an algorithm approved by IT. An asset disposal form must be filled out by IT and once destroyed, the equipment is removed from IT's inventory. If the equipment was purchased with grant funds, it is the responsibility of the department to provide any required documentation to the granting agency. Reusable components should be reclaimed as needed. All equipment must be recycled or disposed of in accordance with applicable laws. IT should keep a small number of standard workstations, monitors,and standard peripherals on hand for newemployees or unexpected needs. 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