RSM 3, Section 2500: Technology Assets for Staff

Updated: 03/21

2501 Provision of Technology Assets for Staff

Staff will be provided with computer hardware and software required for accomplishment of job duties as specified in position descriptions. No more than one personal computing device shall be provided per staff person unless there are extenuating circumstances for telework (e.g., an individual requires an additional laptop or desktop for telework if they have a desktop computer at the office). Proper justification is required for staff to also have a hotspot or agency acquired cell phone. Computer hardware shall be purchased consistent with Maryland Department of Information Technology (DoIT) Computer Hardware Purchasing Policy and Procedures and Division policy.

2502 Terminology

The following terms have the meanings indicated:

1. MSDE Information Technology (IT) Site Manager for DORS – the DORS Director of Management Information Services (MIS).

2. Technology Asset – any agency procured information system or hardware that is used in the course of business activities. Systems include but are not limited to:

• PCs
• Notebooks
• Docking Stations
• Monitors
• Tablets
• Printers
• Braillers
• Scanners
• IP Telephones
• Cell phones
• Network equipment
• Servers

3. PC – a general use stationary computer system.

4. Notebook – a mobile computer.

5. Tablet PC – a wireless personal computer (PC) that allows a user to take notes using natural handwriting with a stylus or digital pen on a touch screen. A tablet PC is similar in size and thickness to a yellow paper notepad and is intended to function as the user’s primary personal computer as well as a note-taking device.

6. Personal Computing Device – a Notebook PC or tablet.

7. Primary Responsible Owner – a permanent or contractual employee of DORS who is assigned the responsibility to care for a technology asset that has been assigned to them.

8. Responsible User – a temporary employee, volunteer or intern. Technology assets assigned to a Responsible User will also be assigned to a Primary Responsible Owner who, in most cases, will be their immediate supervisor.

9. Resource Room Assets – any technology asset that is specifically intended to be used by DORS consumers and students.

2503 Policy Related to Purchase of Computer Hardware

2503.01 Standard Computer Provision

The following standard has been established for the purchase/issuance of personal computing devices for DORS staff:

1. Field Counselor – Laptop with docking station.

2. Rehabilitation Specialists at WTC – PC unless off-site work justifies notebook and WTC Director approves.

3. Supervisor – Laptop with docking station.

4. Support Staff – PC.

5. Staff with off-site job duties – Laptop with docking station.

6. Staff Specialist and above – Laptop with docking station.

2503.02 Return and Reassignment of Computers and Peripherals

1. Supervisors are responsible for returning any unwanted, unneeded and unused computer, peripherals and VoIP phones to MIS. This includes those from staff who leave the agency. These assets will be checked, reimaged and reassigned to others on an as-needed basis.

2. MIS will attempt to keep a reserve of returned computer equipment and phones for new staff positions. If none are available MIS will order a new computer through DoIT. New computer orders take three to six weeks for delivery so supervisors need to complete the **New Employee Network Access Request** immediately upon notification of the effective start date of new employees, volunteers or interns.

2503.03 Stolen, Missing or Damaged Computers

Any computer, related equipment, or software that is discovered to be stolen, missing or damaged must be reported at once to the immediate supervisor, DORS Security Police Chief and the DoIT Service Desk. If the theft, loss or damage occurs off DORS property, a report must be made to the nearest law enforcement agency if criminal activity is suspected. The employee may be financial responsible for any theft, loss or damage determined by DORS to be due to the negligence or intentional act of the employee.

2503.04 Repair and Replacement

Staff shall contact the DoIT Service Desk if their state-issued computer is not working. DoIT technicians will determine if the computer is still under warranty, and whether to replace or repair it.

2503.05 Adaptable Computers for Staff with Disabilities

See Section 2506.

2503.06 Adapted Computers for Staff Serving Special Populations

Adapted computers or other enhanced systems will be provided to staff working with populations with specialized communication needs. Determination of the most appropriate system requires consultation with MIS staff and approval of the MIS director.

2503.07 Printers

1. The Division and DoIT support use of shared network printers in all locations throughout the agency. Individuals requiring a printer for accessibility reasons are the only staff assigned a personal printer. Staff who currently have a local printer can continue to use it until it stops functioning.

2. Offices are responsible for routine care of printers and obtaining printing supplies.

2503.08 Office Redesign/Relocation

The MIS Director shall be advised of office redesign or relocation, including assignment of staff to American Job Center or other non-DORS locations, as early as possible in the planning process so that computers can be available with network connection once staff begin work in the redesigned or relocated office. See Section 2301.04(c).

2504 Computer Hardware Purchase Procedures

Requests for new or replacement computer hardware must be made through the Program Director to the MIS Director. The MIS Director will then request the computer hardware from DoIT. In the event a computer stops functioning, DoIT keeps a limited supply of temporary replacements on hand which can be delivered by the next business day. New computer orders take three to six weeks for delivery so supervisors need to complete the New Employee Network Access Request immediately upon notification of the effective start date of new employees, volunteers or interns.

2504.01 DoIT-Approved Computer/Peripheral List

DoIT determines the make, model and specifications necessary for all standard staff use computers and peripherals. Any purchase not authorized by DoIT will not be permitted on the network or attached to any type of computer system.

2504.02 Exceptions to Purchases from the Approved List

Requests for purchase of computer hardware not on the approved list must be justified and forwarded to the MIS Director for submission to DoIT for approval.

2504.03 Coordination by Supervisors

Supervisors are responsible to coordinate computer hardware purchases within their unit, in consultation with the regional, program or office director and MIS.

2505 Delivery and Inventory Accounting of Computer Hardware

Procedures have been established to assure that all computer hardware is properly accounted for in the DORS Property Asset Management System.

1. All Computer Hardware will be delivered directly to the employee for which it was intended unless they can be picked up at Argonne Drive.

2. DoIT will verify the receipt of the equipment ordered.

3. The decision of which staff are to receive new computer equipment is based on determinations by DORS management. Staff are not permitted to refuse delivery or change the intended recipient of new equipment.

4. DoIT or a vendor representative will deliver and set up new equipment and have the employee sign for receipt of equipment.

5. For equipment that is being replaced, MIS will take the replaced equipment and determine if it is to be reused or designate it for disposal.

6. Central Supply will collect all equipment designated by MIS for disposal and process the required paperwork.

2506 Adaptive Technology (AT) Computer Hardware and Software for Staff

2506.01 Requests for AT Computers for Staff

All requests for reasonable accommodations, including AT computers, must be made in writing using the **Voluntary Request for Reasonable Accommodations** form. The request must include medical documentation of the disability, and shall be forwarded to the immediate supervisor and to the DORS ADA Coordinator, who is the Administration & Financial Services Director.

2506.02 Assessment for AT Computers for Staff

1. Upon receipt of a request for reasonable accommodations involving AT computers, the ADA Coordinator shall arrange assessment of the needs of the staff person through Rehabilitation Technology Services (RTS) at the Workforce & Technology Center (WTC).

2. The assessment shall be scheduled as soon as possible considering availability and prior commitments of RTS staff.

3. RTS Staff shall provide recommendations consistent, in as much as possible, with the listing of **DORS-Approved Adaptive Technology Computer Hardware and Software for Staff**.

2506.03 Purchase and Delivery of AT Computer Hardware and Software for Staff

1. The ADA Coordinator will review the assessment and recommendations and forward information about approved AT equipment and software to MIS.

2. MIS will be responsible for ordering all AT equipment and software for staff, as well as delivering and set up.

2506.04 Timing of Request and Receipt of AT Computers for Staff

Provision of AT computers from the time of assessment to delivery often takes 60 to 90 days. Requests for accommodations, including AT, for new staff should be forwarded to the ADA Coordinator as soon as possible.

2506.05 Purchase of Non-Computer Assistive Technology for Staff

All other AT (e.g., Purple P3 or Dragon Naturally Speaking ) for staff which has been authorized as a reasonable accommodation by the ADA Coordinator must be purchased through the staff person’s regional or program office.