INTEROFFICE MEMO FORMAT
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COUNTY OF SACRAMENTO DEPARTMENT OF MEDICAL SYSTEMS Interoffice Memorandum For the Agenda of: December 7, 2000 Date: October 25, 2000 To: Information Technology Policy Board Members From: Ray Reis, Chair Technology Review Group Subject: Technology Standards for Office Automation and E-Government Applications Recommendations: 1. Approve retirement of the following policies: "Personal Computer Standards" “Guidelines Used When Determining When to Replace and/or Upgrade a Personal Computer.” 2. Approve the Technology Standards for Office Automation and E-Government Applications contained in this policy recommendation. Background: On April 14, 1998, the Sacramento County Board of Supervisors approved the policies and procedures adopted by the ITPB through March 1998. Two of the approved policies addressed PC hardware, software, server, and network connectivity standards and guidelines. The present recommendation consolidates, updates, and replaces these policies. Information Technology Policy Board Members Page 2 of 4 October 25, 2000 Discussion: Hardware Standards: When IT Procurement was decentralized in October 1997, the TRG was asked to provide guidelines by recommending standard PC hardware configurations. Such detailed configurations become rapidly out of date and require frequent policy changes to keep them current. Departments now have several years of IT procurement experience and multiple sources of advice and guidance within the County. Consequently, the TRG recommends replacing specific PC hardware configurations standards with the following guidelines. 1. Computer hardware must be compatible with the standard operating system software (see table). Compatibility can be verified by searching the Microsoft Hardware Compatibility List: http://www.microsoft.com/hcl. 2. Computers should be configured with no less than the resources recommended by the operating system developer, e.g., memory and processor speed. Hardware Upgrade and Replacement Guidelines: When County-standard operating system and office automation software are upgraded, some older computers will not have the capacity to run the new software versions with acceptable performance. If a computer configuration falls below the minimum resources recommended by the software developer for the current standard operating system and business software, it should be upgraded (increase memory, disk storage, etc.) or replaced. As a “rule of thumb”, if upgrading a personal computer costs more than 60 percent of the price of a replacement PC, replace the PC. Departments may also consider a three-year replacement schedule for all personal computers. Software and Network Connectivity Standards: The recommended software and network connectivity standards for office automation and e-government applications are presented in the table below. Information Technology Policy Board Members Page 3 of 4 October 25, 2000 Area Standard Operating Systems (PC and server) Microsoft Windows 2000 platform System Management Software Microsoft System Management Server Messaging and Collaboration Server Software Microsoft Exchange Server Office Automation Suite: Microsoft Office Calendaring/e-mail MS Outlook Word Processor MS Word Spreadsheet MS Excel Database MS Access Presentation Graphics MS PowerPoint Document Imaging/Management Software FileNet Database Server Software Microsoft SQL Server and Oracle E-Government Application Development Microsoft .Net Enterprise Servers, and Support Software BackOffice,Visual Studio, FrontPage, and Internet Explorer Browser products, Oracle Internet Developer Suite AntiVirus Suites Network Associates and Trend Micro Network Protocol TCP/IP Network Topology Switched Ethernet Compliance with Software and Network Connectivity Standards: Countywide standards help us manage the cost of owning and maintaining information technology, and facilitate communication and collaboration throughout the enterprise. Keeping our standards current protects our investment in technology and human resources. The efficient use of human resources, both technical and nontechnical, remains a driving force behind standardization. Nonstandard software and network connectivity that is not mandated by State or Federal authorities will be phased out within two years upon approval of this policy. Extension of the two-year phase out period can be evaluated by the ITPB on a case-by- case basis. These standards will be reviewed annually and updated as necessary to ensure that they are consistent with advances in technology. Impact of Implementing Recommendations: Once fully implemented, the standards recommended in this policy will: • reduce the total cost of ownership of County computer systems on a per unit basis Information Technology Policy Board Members Page 4 of 4 October 25, 2000 • provide an environment which will enable the County to implement new systems with a minimum of upgrades and additions • provide an infrastructure which allows all County employees to communicate via electronic mail and schedule meetings via a shared calendaring system. • provide an infrastructure which allows the County to build and deliver web-based e-government applications to our internal and external customers. Achieving these standards will involve changes to both computer technology and people. Departments will need to be aware of the cultural change that implementation of these standards may bring to their organizations and plan ways to help with the adjustment (i.e., training, user manuals, conversion of existing systems, support needs, etc.).