UNIVERSITY OF NORTH FLORIDA
POLICY

DIVISION: Administration and Finance

DEPARTMENT: Information Technology Services

SUBJECT: Decentralized Business and Networking Systems

OBJECTIVE & PURPOSE:

The objective of this policy is twofold:

• ensure compatibility between decentralized business systems and business systems managed by Information Technology Services.
• promote acceptable network performance.

AUTHORITY:

Recommended for approval by University Technology Committee, November 1999 Approved by President's Staff, October 2000.

DECENTRALIZED BUSINESS SYSTEMS:

Background

This policy applies to the acquisition, development, and support of decentralized business computer systems. Business computer systems include any software package or database that supports a University business function or works in conjunction with other systems that support a business function. Most of the mission-critical business functions of the University are maintained by Information Technology Services. Examples include student registration, accounts payable, payroll, etc.

There are cases when departments will determine that it is in their best interest to acquire and maintain a decentralized business computer system. This policy addresses these decentralized systems. Examples include the CBORD Housing System, the Sequitur Admissions Database, and Millennium. This policy is intended to ensure accurate processing of University business transactions and to maintain appropriate management controls.

Academically oriented systems such as BlackBoard and Lotus Notes are specifically excluded from this policy. Software packages that are acquired for individual faculty or staff use or that do not support a University business function are also excluded from this policy.

Policy Statements

• proposed systems, whether purchased, developed by an outside contractor, or developed by University staff (outside of Information Technology Services) or students must be reviewed and approved in advance by the Director of Information Technology Services
• conflicts will be elevated and resolved by the vice presidents of the affected divisions
• any interface between the decentralized system and systems managed by Information Technology Services must be defined
• any system hardware must be fully compatible with the University's network environment
• system hardware not housed in Information Technology Services must be protected from fire, temperature extremes, water intrusion, and malicious attack (including viruses)
• decentralized hardware and software must be maintained at current levels supported by the vendor; compatibility with the University's network and operating systems environment must be maintained
• data files associated with the system must be backed up on a regularly scheduled basis with monthly rotation to an approved off-site storage facility
• detailed policy relevant to the support, by Information Technology Services, of computer applications developed and/or written outside of Information Technology Services may be found at: http://www.unf.edu/dept/its/polproc/sw_licenses.html

Procedures

Prior to the implementation of any decentralized business-related computer system, and as early in the acquisition process as possible, the head of the department that is implementing the system must submit, in writing or electronic mail, the following information to the Director of Information Technology Services:

• purpose and scope of the proposed system
• proposed acquisition method (e.g. purchase, gift, contract, in-house development, other)
• required interfaces to other University business systems
• expected hardware and network capacity required to support proposed system (Information Technology Services staff will provide assistance in addressing this item).
• names of primary and secondary personnel responsible for maintaining the system and related interfaces
• statement of how system hardware and/or software not housed in Information Technology Services will be protected from fire, temperature extremes, water intrusion, and malicious attack (including viruses)
• statement of plans and expected funding sources to keep system hardware and software at current levels
• schedule of system data backup and rotation off-site storage facility

The Director of Information Technology Services will review the proposed system implementation, consult with the implementing department, and take appropriate action in advance of the creation of purchase requisitions or software development contracts. Purchase requisitions and software development contracts for approved systems must be routed through the Director of Information Technology Services for signature prior to submission to the Purchasing Department.

CONNECTION TO CAMPUS NETWORK

Background

Information Technology Services is responsible for the support and maintenance of the campus network backbone. This responsibility includes monitoring network performance and planning for adequate network capacity. The policy is intended to ensure that servers and other network devices attached to the campus network are compatible with the campus network.

Policy Statements

The following policies apply to decentralized networking equipment:

• departments proposing to attach network servers or other network devices to the campus backbone must consult with the Information Technology Services Network Manager and receive approval from the Director of Information Technology Services prior to specification and acquisition of the network server/device
• conflicts will be elevated and resolved by the vice presidents of the affected divisions
• proposed systems must be fully compatible with the University's network environment
• hardware not housed centrally in Information Technology Services must be protected from fire, temperature extremes, water intrusion, and malicious attack (including viruses)

Procedures

Prior to specifying, acquiring, or connecting decentralized network servers or other network devices to the campus backbone, and as early in the acquisition process as possible, the department wishing to do so must submit, in writing or electronic mail, the following information to the Director of Information Technology Services:

• purpose and use of proposed network server(s) or device(s)
• expected network utilization of proposed server(s) or device(s) (Information Technology Services staff will provide assistance in addressing this item).
• statement of how proposed server(s) or network device(s) not housed centrally in Information Technology Services will be protected from fire, temperature extremes, water intrusion, and malicious attack (including viruses)
• names of primary and secondary personnel responsible for maintaining the proposed network server(s) or device(s)
• statement of plans and expected funding sources to keep proposed server(s) or device(s) at current levels

Complete the DBNS form [doc] to facilitate the above procedures.

The Director of Information Technology Services will forward the request to the Information Technology Services Network Manager who will review the proposal, consult with the implementing department, and make an appropriate recommendation to the Director of Information Technology Services. Purchase requisitions for approved server(s) or network device(s) must be routed through the Director of Information Technology Services for signature prior to submission to the Purchasing Department.

Issued By L. Taylor

Date Issued

Effective Date

Revised By L. Taylor

Revision Number 1

Revision Date 11/01/2001

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