RESPONSIBLE CITY AGENCY: Information Management Services Department
KEYWORDS: compatibility, duplication, strategic plan, software, hardware
1. General
1.1 The City shall develop an Information Technology Master Plan, which shall address the following: software compatibility with City systems, hardware compatibility with City infrastructure, reduction of system duplication, security of networks, fostering innovation, increasing public engagement, and efficiency and effectiveness in information management systems.
1.2 The City shall empanel an internal working group, hereafter referred to as the Systems Steering Committee, to develop and maintain the Information Technology Master Plan.
1.3 The makeup and operation of the Systems Steering Committee shall be detailed in the procedures associated with this policy.
2. Responsibilities
2.1 The Systems Steering Committee shall be responsible for developing an Information Technology Master Plan and for prioritizing information system acquisition, development, and use consistent with the Plan.
2.2 The Systems Steering Committee shall be responsible for making recommendations to the Administration and the City Council for capital IT projects.
2.3 The IT Steering Committee shall develop procedures to govern its responsibilities under this policy.
2.4 The IT Steering Committee shall develop procedures for coordination and integration of systems. Potential interface and compatibility issues will be agreed upon in advance of any change or implementation and will be addressed through the IT Systems Steering Committee as an agenda item for discussion.
3. Information Technology Master Plan
3.1 The Mayor or his/her designee, upon recommendation by the IT Steering Committee and Chief Information Officer, shall approve the IT Master Plan and shall submit to the City Council a prioritized list of technology projects for consideration during the annual budget process.
3.2 Those responsible under this policy shall cooperate to assure that City information systems and decisions are consistent with the Plan.
4. Policy Scope
4.1 The City recognizes there are efficiencies that can be realized by coordinating IT activities and resources. The primary objective of this policy is to ensure coordination of and collaboration on IT related activities in the City.
4.2 IT systems unique to a specific department that fill a specialized function unique to that department or those which operate independently of the City’s network are exempt from this policy.
4.3 Systems that are mandated by Federal or State rules, regulations, statutes, or law are exempt from this policy.
4.4 The Chief Information Officer shall regularly review information management systems and decisions to assure consistency with the Plan.
4.5 If or when the Chief Information Officer determines that an information system or decision is inconsistent with the Plan, he or she shall notify the affected City department.
4.6 Upon notification by the Chief Information Officer, a City department shall modify a system or decision or shall request a review of the Chief Information Officer’s determination by the IT Steering Committee.
4.7 A City department shall follow the recommendation of the IT Steering Committee or request a review of the matter by the Mayor’s Chief of Staff or his/her designee.
4.8 The requirements of this policy shall not apply to information management activities and decisions made during a disaster or in an emergency situation.
4.9 Information management decisions made prior to the publication of this policy are not subject to review under this policy.
CURRENT REFERENCES:
EFFECTIVE DATE (date signed by Acting Mayor): January 18, 2011
EFFECTIVE DATE OF REVISION (Date signed by Mayor): July 27, 2012