NEVADA DEPARTMENT OF CORRECTIONS	SERIES 100 GENERAL ADMINISTRATION	SUPERSEDES: IB 93-68 (AR 142) 04/20/94
ADMINISTRATIVE REGULATIONS MANUAL	ADMINISTRATIVE REGULATION 140 ORGANIZATION OF MANAGEMENT INFORMATION SYSTEM SECTION TEMP	EFFECTIVE DATE: 06-01-05

                                                         TABLE OF CONTENTS

PURPOSE

AUTHORITY

RESPONSIBILITY

DEFINITIONS

APPLICABILITY

PROCEDURES

140.01 ORGANIZATION OF MIS SECTION

REFERENCES

ATTACHMENTS

MANDATORY REVIEW DATE 03-17-08

PURPOSE

To define the duties and responsibilities of the Management Information Systems section (MIS) within the Department.

AUTHORITY

NRS Chapter 209

NRS Chapter 242

RESPONSIBILITY

The MIS section has the responsibility for providing and/or coordinating all information technology support for the Department.

All Department staff, vendors, contract employees, and/or volunteers, as well as all other persons who are allowed the privilege of operating information technology systems are responsible to have knowledge of, and comply with, this regulation.

DEFINITIONS

DEPARTMENT – The Nevada Department of Corrections.

DONATED/SURPLUS COMPUTER EQUIPMENT – Any information technology device, software or system that is not purchased by the Department, of which ownership, maintenance or control will be transferred to the Department for use of any Department location or by any Department staff.

HARDWARE – Refers to physical information technology (IT) related objects and devices. May be referred to as a information technology device.

HELP DESK - The section within MIS that responds to user's technical questions and repair of equipment.

HELP TICKET – A written request for assistance logged by the Help Desk and assigned a tracking number.

INFORMATION SYSTEM – Any combination of hardware, software, programs and data designed and configured to work together as a logical system.

INFORMATION TECHNOLOGY (IT) – Any hardware, software, programs or data related to the processing, storage, and management of electronic information.

MANAGEMENT INFORMATION SYSTEM (MIS) – Aboard category, which includes all aspects of managing information systems. Also known as Management Information devices.

MANAGEMENT INFORMATION SYSTEMS MANAGER - The Department employee located in the MIS Division who supervises all aspects of the Department’s information systems.

SOFTWARE –An organized list of instructions that, when executed, causes the computer to behave in a predetermined manner. Anything that can be stored electronically is software. A specific set of software may be referred to as a program or application.

APPLICABILITY

This regulation applies to all Department employees, contract vendors, volunteers, and all other non-inmate persons authorized or allowed to operate any information technology device or system that is owned, maintained or operated by the Department, or is used at any Department location.

PROCEDURES

140.01 ORGANIZATION OF MIS SECTION

1.1 The Department will have one central Management of Information Systems section (MIS) that will deal with all information technology issues.

1.2 The MIS section is headed by the MIS Manager who reports to the Assistant Director of Support Services, and is staffed by qualified specialists.

1.3 The MIS Section oversees all information technology purchases, decisions and support issues.

1.4 The MIS Section will implement various information technologies to improve and automate the Department’s organization and communication, in support of the Department’s mission.

1.5 The MIS Manager will:

· Represent the Department on all information technology issues;

· Develop and maintain Department standards and policies on information technology use;

· Review and approve all information technology purchase requests prior to procurement;

· Determine information technology objectives and set priorities;

· Review and determine where all hardware and software will be located and distributed within the Department;

· Review the utilization of resources, ensuring budgeted funds are correctly applied and computer information system staff are properly utilized.

· Develop information technology budget requests for staff, equipment, and operations.

1.6  The MIS Help Desk will provide support for hardware and software assets through warranty   contracts on new equipment, time and material contracts on current assets, support contracts with software publishers and other avenues.

1.6.1     All support provided directly or indirectly by the MIS Section will be logged, tracked and               coordinated through the MIS Help Desk.

1.6.1.1       The MIS Help Desk will be the official contact for all technology requests, issues, problems and concerns.

            1.6.1.2       Other Department staff may not call, e-mail or otherwise contact MIS staff directly for any request.

            1.6.1.3       The MIS Help Desk can be contacted by using the following methods:

· Email: helpdesk@doc.nv.gov

· Telephone: (775) 887-3344

· Fax: (775) 887-3385

· Interdepartmental mail: MIS Help Desk, Bldg. 89, Stewart Facility

· Memo: Hand delivered to MIS Manager

1.7 When contacting the MIS Help Desk, either in writing or when leaving a voice message, staff must      include all pertinent information available that may assist the Help Desk in researching and resolving the request, including a minimum of the following:

· Requestor’s full name and position or title;

· Location, including facility, area or building number, and room number or description, if applicable;

· Full phone number, including facility phone number and extension, or direct line number;

· Work shift or hours to contact, if applicable;

· Department asset tag number of affected equipment, if applicable;

· Detailed message describing the request, issue, problem, or concern;

· Whether a problem affects more than one computer or person, if applicable.

1.8 When the Help Desk receives a complete request, staff will log the request as a help ticket and    assign a ticket number to be used for all follow-up communication regarding the request.

1.9 Failure to contact the Department Help Desk via one of the approved methods will be the same as not requesting help and no ticket will be logged.

1.10  Department staff requesting assistance from the MIS Help Desk will bear the responsibility of                                          following up on the request.                                    

1.10.1     When contacting the Help Desk regarding an existing issue, staff must provide the existing              ticket number.

1.10.2     If a staff member feels their request has not been handled in a timely manner, they may            contact the MIS manager via their supervisor.

1.11The Help Desk hours are from 6:00am to 5:00pm, Monday thru Friday, but information can be left                   at anytime.

1.12 A new employee must request access to the network via their supervisor.

· The supervisor will contact the MIS Help Desk with specific programs the new employee requires.

· The same procedure will be used when a current employee requests a revision in their access.

REFERENCES

None

ATTACHMENTS

MIS Mission Statement

_________________________________________                          _________________

Jackie Crawford, Director                                                                    Date

CONFIDENTIAL     ___                  XX

                                    Yes                  No

THIS PROCEDURE SUPERSEDES ALL PRIOR WRITTEN PROCEDURES ON THIS SPECIFIC SUBJECT. 

MANAGEMENT INFORMATION SYSTEM

MISSION STATEMENT

Ø MODERN TECHNOLOGY

To keep the Department current with technology, outdated equipment will be replaced on a regular basis. Older equipment will be phased out as replacement equipment is purchased. The Department will make a concerted effort to stay abreast of new Technology standards and developments.

Ø TECHNICAL SUPPORT

The primary responsibility for providing and coordinating technical support will lie with the MIS Section. Hardware support will be provided through several avenues, including warranty contracts on new equipment, and time and material contracts on current assets.

Ø IMPROVED COMMUNICATION

The Department will implement computer technologies, such as E-mail and Intranet systems, to improve communication between administrative and facility employees, the administration, and the general public.

Ø ORGANIZATIONAL EFFICIENCY

Technology will be used to improve and automate the Department’s organization.

Ø STAFF DEVELOPMENT AND TRAINING

The Department recognizes the importance of having staff that are proficient in the use of business technology. The ongoing Technology staff development plan will include the identification of areas where training is needed, and facilitating or providing the appropriate training.

Ø EQUIPMENT STANDARDS AND SPECIFICATIONS

Standards and specifications will be maintained for computers and supporting software and equipment to assure the Department procures quality equipment at the best price that meets the needs.

Ø INFRASTRUCTURE

All administrative offices will be equipped with the networking infrastructure to support networking all computers throughout the Department. This will improve the administrative and communication process through the use of email, and sharing of documents electronically.