· web viewmis handbook for. corporate office. employees. preface. welcome to big bend community...

MIS Handbook forCorporate Office Employees

Big Bend Community Based CareMIS Handbook

PREFACEWelcome to Big Bend Community Based Care (BBCBC) IT Department. The purpose of this MIS Manual is to provide you with a starting point for answers to frequently asked questions about our Management Information Systems Process and Procedure. This manual does not replace any other legally binding documents or BBCBC Policies and Procedures, but is designed to enhance and clarify end-user rules and best practices and serve as a guide that cross-references BBCBC’s and The Department of Children and Families’ (DCF) Policies and Procedures.

All users agree to comply with BBCBC Policies and Procedures and applicable state and federal laws that deal with the appropriate, responsible, ethical, and confidential use of Information Technology and its resources. In addition, all users accept the responsibility to be aware of all existing policies and to adhere to those guidelines. Non-compliance will be considered a breach of BBCBC Standards and may result in further legal and/or disciplinary action for all users caught in violation.

Access to PolicyAccess to BBCBC’s policies will be made available on the network at BBCBC Policy and Procedures. However, if you prefer or are unable to access the electronic copy, you may contact the Human Resource Specialist for a printed copy. All newly hired employees will receive a copy as part of their orientation.

Upon receipt of this Manual, all employees will be required to sign the BBCBC Receipt of the MIS Manual. The signed agreement will be placed in the employee’s personnel file by the Human Resource Specialist.

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TABLE OF CONTENTS

PREFACE........................................................................................i

Access to Policy............................................................................................................. i

TABLE OF CONTENTS.....................................................................ii

INTRODUCTION..............................................................................1

SECURITY GUIDELINES...................................................................2

User ID and Passwords................................................................................................2Disclosure of Passwords..............................................................................................2Password Protected Screensavers...............................................................................2Email.............................................................................................................................3

Definition of E-Mail....................................................................................................3E-mail as a Public Record.........................................................................................3Managing E-Mail.......................................................................................................4Violations..................................................................................................................4

ACCEPTABLE AND UNACCEPTABLE USE POLICY...............................5

Ownership and Use of Information Technology Resources.........................................5Software.......................................................................................................................5Acceptable Internet Use...............................................................................................6

BBCBC IT DEPARTMENT..................................................................7

APPENDIX.....................................................................................9

New User Information Form.......................................................................................10Equipment Disposition Form......................................................................................11Equipment Out For Repair..........................................................................................12Equipment Return Form.............................................................................................13

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INTRODUCTIONWelcome to BBCBC IT Department. The following Management Information Systems (MIS) Manual has been compiled to serve as a starting point for your Information Technology needs. The IT Department understands that everyone needs quick access for efficient production of work related tasks, especially those that fall under strict deadlines. Therefore, we offer our Corporate and Case Management Organizations (CMO) certain standard software applications: Internet Access, desktop/laptop equipment, and secure VPN tunnel to the DCF applications as part of our overall client/employee support.

BBCBC’s IT Department supports the Microsoft Windows Server platform and desktop Windows Operating Systems. The responsibility for support, operation, and maintenance of BBCBC’s computing resources remains with the IT Department and/or their designated contract provider.

BBCBC utilizes Microsoft Office Professional Suite as its standard package for end users. This suite of products includes Microsoft Office Word, Excel, Outlook, and PowerPoint. Other additional licensed software/hardware1 may be provided and installed to accommodate end-users in fulfilling job duties and requirements as outlined in their job description.

Under no circumstances should unauthorized or unlicensed software application be downloaded and/or installed on any BBCBC owned or leased equipment. Failure to comply with this is a breach of BBCBC Policies & Procedures.

1 Requests for installation of additional licensed software or the purchase of a license to obtain additional software or hardware will be submitted for review to appropriate personnel. Case Management Organizations may be required to reimburse BBCBC for the license of additional software applications and/or hardware appliances as it pertains to their contract. All IT related purchase requests will be subject to the approval of BBCBC and final approval from the Department of Children and Families to ensure the compliance with DCF policy CFOP 50-9

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SECURITY GUIDELINESAccording to DCF CFOP 50-6, all employees and provider contracted employees needing access to data through computer-related media will be required to sign the DCF Security Agreement Form (CF 114). In addition to this form, all employees will be required to complete the DCF’s web-based Security Awareness Training and Recertification Training and provide a printed copy of the certificates of completion with the date each were completed to the BBCBC Human Resource Specialist and be prepared to submit a copy to BBCBC’s IT Department annually in order to maintain access to this system. Each person signing this agreement acknowledges their responsibility2 for reading, understanding, and adhering to the DCF policy referenced above and the following statutes:

Section 282.318, Florida Statutes – “Security of Data and Information Technology Resources”

Chapter 815, Florida Statutes, “Florida Computer Crimes Act”. Florida Administrative Code 60DD-2, “Florida Information Resource Security

Policies and Standards”.

User ID and PasswordsAll BBCBC employees and CMO employees accept the responsibility to protect all assigned user IDs and passwords from unauthorized sharing. All employees will be required and prompted to change system level login passwords routinely. All other level passwords should be changed as outlined in BBCBC Policy & Procedures.

Disclosure of PasswordsIt is a violation for any person to disclose any assigned password to any other person, except to a member of the BBCBC IT Department for problem resolution purposes. Thus, it is the responsibility of each employee to whom a password is assigned to maintain the confidentiality of the password. Under no circumstances shall passwords be posted or kept in a place that is accessible to unauthorized persons.

Password Protected ScreensaversAll users will be required to use password-protected screensavers with the automatic activation feature set to 15 minutes or less, or by logging-off, or by locking the computer screen, when the host computer will be unattended for any period of time.

2 Responsibility is not limited to, but also includes the individual’s acknowledgment of understanding and acceptance of accountability to the penalties and consequences for failure to comply.

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Email

Definition of E-MailE-mail is the electronic transfer of information, typically in the form of electronic messages, memoranda, and attached documents, from a sending party to one or more receiving parties by means of an intermediate telecommunications system.

Email accounts are provided for work-related communication. All users are responsible and must use extreme caution when opening email attachments received from unknown senders.

It is strongly recommended that you DO NOT OPEN attachments received from unknown sources; which may contain viruses or Trojan horse code that can be damaging to your system and overall to the BBCBC and State of Florida Networks.

In the event an attachment containing a virus was opened, please halt all computer related activity, disconnect from the network by unplugging the network cable, and contact the BBCBC IT Department for further instructions and assistance.

E-mail as a Public RecordE-mail which is created or received by a BBCBC employee in connection with the transaction of official business of BBCBC is considered a public record and is subject to inspection and/or copying in accordance with Chapter 119, Florida Statutes, and is subject to applicable state retention laws and regulations, unless expressly exempted by law.

E-mails, created or received for personal use, are not generally considered public records and do not fall within the definition of public records by virtue of their placement on a government-owned computer system. However, if the BBCBC discovers misuse of the e-mail system, personal e-mails that are identified as being in violation of BBCBC policy may become public record as part of an investigation.3

In accordance with BBCBC Policy and Procedures, all electronic transmission of data that includes PROTECTED HEALTH INFORMATION or any other client identifying data will be password protected and kept confidential. Transmission of confidential data outside BBCBC’s Network is required to be encrypted and password protected. Passwords will be provided by alternate media (i.e. phone) and not email.

3 The Florida Statutes contain numerous specific exemptions to the access and inspection requirements of the Public Records Law. Employees are responsible for ensuring that electronic public records which are exempt from access or inspection by statute are properly safeguarded.

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Managing E-MailSorting e-mail into appropriate personal folders is a helpful way to manage email and ensure that appropriate retention requirements are identified and met. That is, just as file cabinets are set up to house different sets of files and employees know where to file paper records in those files, e-mail files and folders can be set up with the appropriate retention period designated for each of those files and folders.

A list of Recommendations for Good Email Usage can be located in CFOP 50-5. Below are some highlights from this list which is not all inclusive:

1. Follow all DCF policy regarding the use of email and Internet mail2. Comply with agency chain-of-command practices. If you cannot send it in hard

copy, you cannot send it via email.3. Avoid copying your supervisor and the recipient’s supervisor unless they really

want to know.4. Do not assume email is private. It is about as private as posting the message

on the front door of the building. Remember that email is public record with little exception to some content.

5. Never use ALL CAPS. They imply shouting or anger.

In compliance with CFOP 50-2, all email submission must include a Confidentiality Disclaimer which reads as follows:

“CONFIDENTIALITY NOTICE: This message and any attachments are for the sole use of the intended recipient(s) and may contain confidential and privileged information that is exempt from public disclosure. Any unauthorized review, use, disclosure, or distribution is prohibited. If you have received this message in error please contact the sender (by phone or reply electronic mail) and then destroy all copies of the original message.”

ViolationsViolations may result in disciplinary action, up to and including termination of employment. It is the responsibility of each user to respect the finite capacity of the computing resources made available by IT and to limit use so as not to consume an unreasonable amount of those resources or to interfere unreasonably with the activity of other users.

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ACCEPTABLE AND UNACCEPTABLE USE POLICYTo obtain BBCBC’s Policy on Acceptable and Unacceptable use of Information Technology Resources, please refer to the BBCBC Policy and Procedures. The IT resources provided and maintained by IT are intended for BBCBC related purposes including the support of the BBCBC mission, its administrative functions and activities within the user community. All employees of BBCBC CMOs, partner agencies, and volunteers are responsible for the effective, ethical, and lawful use of BBCBC’s Email, Network Access to State granted databases/applications, the Internet, and all work related databases and web access applications. This policy is in alignment with CFOP 50-4 and CFOP 50-17 and any violations and/or breaches may result in legal and/or disciplinary actions as applicable by local, state, and federal laws.

Ownership and Use of Information Technology ResourcesThe Unacceptable Use of BBCBC owned/leased resources include, and are not limited to, the following:

1. Engaging in unlawful activity while using BBCBC owned/leased resources.2. Attempting to gain access or accessing another user’s system files or messages.3. Soliciting of non-BBCBC business, or any use of the Internet for personal gain.4. Unauthorized downloading or installing of any software without prior approval

from the IT Coordinator or his/her designee.5. Sharing your account passwords with others or allowing use of your account by

others.6. Effecting security breaches or disruptions of network communication.7. Sending unsolicited email messages, including “junk mail” or other advertising

material to individuals who did not specifically request such material.8. Any form of harassment via email, telephone or paging, whether through

language, frequency, or size of messages.9. Creating or forwarding “chain letters”, “Ponzi” or other “pyramid” schemes of any

type10.The use of e-mail stationary backgrounds or images.11.Non work related streaming video or audio.

Computing equipment may include but is not limited to workstations, laptops, servers and network devices such as routers, patch panels and switches. IT may require users of computing equipment to limit or refrain from specific uses of that equipment if their activities are destructive or interfere with BBCBC computing operations or resources.

SoftwareBBCBC IT Department is responsible for ensuring that all software installed on desktop computers, departmental or BBCBC servers, or remote storage areas is licensed and that it is used in support of BBCBC activities. The legality of at-home use of BBCBC

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owned software varies from application to application. All software copyright laws must be observed for any software installations.

You may not: Copy, give away, or sell an adaptation of a program. Load a program on more than one machine at a time if only one copy of the

program is owned. Use a single user program on a network. Copy a program for use on another machine at another time. Copy a program in order to avoid purchasing the program. Violate copyright restrictions, which apply to other media when making

computerized presentations.

Acceptable Internet UseAccess to the Internet through BBCBC is a privilege and all employees must adhere to the policies concerning Computer, Email and Internet usage. Violation of these policies could result in disciplinary and/or legal action leading up to and including termination of employment. Employees may also be held personally liable for damages caused by any violations of this policy. All employees are required to acknowledge receipt and confirm that they have understood and agree to abide by the rules hereunder.

The following Guidelines have been established for all users:

1. Company employees are expected to use the Internet responsibly and productively. Internet access is limited to job-related activities only and personal use is not permitted

2. Network users are encouraged to develop uses which meet their needs and which take advantage of the network’s functions: e-mail, conferences, access to databases, and access to the Internet.

3. Users are expected to use “Netiquette”. They are expected to abide by the generally accepted rules of network etiquette. Be polite. Do not use vulgar or obscene language. Employees should not reveal their private address or phone number or those of others. Electronic mail is not guaranteed to be private.

4. BBCBC makes no warranties of any kind, whether expressed or implied for the provision of computer resources. BBCBC will not be responsible for any damages suffered by any user, including loss of data. BBCBC shall not be responsible for the accuracy or quality of information obtained through the BBCBC Internet connection.

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BBCBC IT DEPARTMENTIn order to comply with inventory and asset control/management, BBCBC has adopted the following operating procedure for creating, changing, or terminating users and/or equipment. Personal Action Forms will be required to be completed when requesting user logon IDs/Email accounts, and inventory assignments from BBCBC IT Department.

All BBCBC supervisors are responsible for submitting the completed Personal Action Form to the IT Coordinator for new employees. The supervisor must be sure to verify the correct spelling of the new employee’s first and last name. The supervisor must specify access level to local shared folders and identify any other programs or applications they should be granted access to in order to fulfill job requirement.

The supervisor must identify any reasons for special preferences or accommodations for individuals with handicaps when requesting specific computer, telecommunication or other miscellaneous office equipment. The supervisor must sign the form and submit to BBCBC IT Department as soon as possible.

All BBCBC employees will be required to sign the Personal Action Form at the time they are assigned new equipment and issued a login ID and password. A copy of this form will be placed in the employee’s personnel file. All employees understand and accept the responsibility for all assigned equipment and the cost of replacement in the event of user negligence or mishandling.

All BBCBC employees will be given an opportunity to sign the Personal Action Form at the time any assigned equipment is returned. This form will be used in conjunction with the employees separation of employment, in the event that the assigned equipment is up for disposal, in the event that the equipment is in need of repair or no longer usable.

All BBCBC supervisors are responsible for submitting the Personal Action Form at the time an employee’s employment is terminated. The Personal Action Form must specify all user IDs and programs authorized for access to ensure proper disabling of account access. In addition, it is the supervisor’s responsibility to notify the IT Department of the separation of an employee from BBCBC and its partner agency to ensure quick disabling of the user account to the state department’s application or programs.

All BBCBC employees and CMOs wishing to obtain access to the DCF statewide management application must comply with DCF’s policies. The following forms and certificates need to be submitted to the BBCBC IT Department for further processing of request:

1. Completed Security Awareness Training Certificate.2. Completed Security Awareness Recertification Certificate.3. Security Agreement Form signed (CF114).

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Additional forms may be required for permission to access Vital Statistics, FSFN, and any other State Access Application. For more information regarding access contact the local Data Security Representative.

Equipment disposition forms are required when disposing of outdated or unusable equipment. All equipment disposals must first comply with BBCBC Policy and Procedures referencing CFOP 50-2 and will be handled by the IT Coordinator or his/her designee.

It is highly recommended to all Corporate Office employees to elect one individual per department as the Liaison for submitting IT Department issues to avoid multiple work order tickets which may cause delay in processing. The identified person will receive important updates and notifications about network performance issues, connectivity, and last minute interruptions for sharing with their department. In addition the identified person will receive some basic IT troubleshooting tips which will assist the assigned technician in diagnosing submitted issues.

Unresolved problems sent to the IT Department will be forwarded to [email protected], assigned a technician, and assigned a work order #. Work orders will be handled in the order of priority and date assigned.

The IT Department is available to answer questions. An email may be sent to [email protected], Monday through Friday from 8:00 a.m. to 5:00 p.m.

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mailto:[email protected]

mailto:[email protected]


APPENDIX

APPENDIX.....................................................................................9

New User Information Form.......................................................................................10Equipment Disposition Form......................................................................................11Equipment Out For Repair..........................................................................................11Equipment Return Form.............................................................................................13

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New User Information Form

EQUIPMENT

Item Issued:

Asset Number(s) List Keys Issued:

Serial Number(s)

Accessories Issued: (Please Check)

(Laptop) (Desktop) (Mobile Equipment)

AC Adapter: Monitor: Battery:Battery: Keyboard: Case:Case: Mouse: Wall Charger:Docking Station: Other: _______ Car Charger:Travel AC Adapter: Other: ______________

Other: __________________

I hereby certify that I have received the indicated items in good condition.

Signed: ___________________________________ Date: _________________

IT Department Representative: __________________ Date:__________________

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Signing this form indicates that you understand that you are bound by BBCBC/DCF Computer Security Agreement & Policy,FL Computer Crimes Act S. 815, and the BBCBC Equipment Policy.

Equipment Disposition Form

EQUIPMENT

Item:

Asset Number(s) List of Keys:

Serial Number(s)

Accessories: (Please Check)

(Laptop) (Desktop) (MobileEquipment)

AC Adapter: Monitor: Battery:Battery: Keyboard: Case:Case: Mouse: Wall Charger:Docking Station: Other: ________ Car Charger:Travel AC Adapter: Other: _____________Other: _____________

Method of Disposal: (Please Check)

Return to DCF (Surplus):Donate to Partner CMO:Trash/Dump/Recycle:Other:

I hereby certify that I have disposed of the indicated items.

IT Signed: ___________________________________

Date:____________________

Equipment Out For RepairFirst Name Last Name Date

Agency

Title

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Signing this form indicates that you understand that you are bound by BBCBC/DCF Computer Security Agreement & Policy,FL Computer Crimes Act S. 815, and the BBCBC Equipment Policy.

Supervisor Equipment:

Asset Number

Serial Number

Indicate reason for repair:

Location taken for repair:

Signed: ___________________________________(Technician Signature)

Date:____________________

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Signing this form indicates that you understand that you are bound by BBCBC/DCF Computer Security Agreement & Policy, FL Computer Crimes Act S. 815, and the BBCBC Equipment Policy.

Equipment Return Form

EQUIPMENT

Item Returned:

Asset Number List Keys Returned:

Serial Number

Accessories Returned: (Please Check)

(Laptop) (Desktop) (Mobile Equipment)

AC Adaptor: Monitor: Battery:Battery: Keyboard: Case:Case: Mouse: Wall Charger:Docking Station: Other: ________ Car Charger:Travel AC Adaptor: Other: ____________Other: _____________________

I hereby certify that all items have been returned in good condition.

Signed: ___________________________________ Date:___________________

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Signing this form indicates that you understand that you are bound by BBCBC/DCF Computer Security Agreement & Policy, FL Computer Crimes Act S. 815, and the BBCBC Equipment Policy.

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