State of Louisiana
DIVISION OF ADMINISTRATION
OFFICE OF THE COMMISSIONER
KATHLEEN BABINEAUX BLANCO
JERRY LUKE LEBLANC
GOVERNOR
COMMISSIONER OF ADMINISTRATION
DIVISION OF ADMINISTRATION
POLICY NO. 1
EFFECTIVE DATE:
January 31, 1994; Revised October 15, 2004, February 1, 2005
SUBJECT:
INFORMATION TECHNOLOGY RESPONSIBILITIES
AUTHORIZATION:
______________________________________________________
Whitman J. Kling, Jr., Deputy Undersecretary
I.
POLICY: The Information Technology (IT) architecture in the DOA is based upon
standards developed by the DOA Office of Computing Services (OCS). Supported
standard desktop computer hardware and software information is on the DOA Intranet.
For software, http://www.doa.louisiana.gov/OCS/pclan/LAN Handbook/software.htm
For hardware, http://www.doa.louisiana.gov/OCS/pclan/LAN Handbook/hardware.htm
Information technology equipment and software shall be justified, approved, funded,
acquired, inventoried, and maintained in the manner specified in this policy and the DOA
Acquisition Policy #19.
The Office of Computing Services (OCS) is responsible for the installation, maintenance,
and support of all standard supported computer equipment and software.
The Office of Information Services (OIS) is responsible for the development,
implementation and support of statewide administrative applications and the Division of
Administration (DOA) programmatic and desktop applications. Business process
analysis and customer support (help desk, training and documentation) for DOA users are
also included within the OIS scope of services.
II.
PURPOSE: To define responsibilities for IT functions within the Division of
Administration.
III. APPLICABILITY: Applies to appropriated and ancillary sections within the DOA.
IV. INFORMATION TECHNOLOGY POSITIONS: OIS has management responsibility
for all information technology positions in the DOA appropriated sections, other than
those sections deemed as state IT service units (i.e., OTM, OCS, OIT). No other section
will have any information technology positions without written approval from the
Commissioner of Administration or his designee.
POST OFFICE BOX 94095 CLAIBORNE BUILDING BATON ROUGE, LA 70804-9095
(225) 342-7000 Fax (225) 342-1057
AN EQUAL OPPORTUNITY EMPLOYER
 
Policy No. 1
February 1, 2005
Page 2
V.
RESPONSIBILITIES:
OCS
OCS will be responsible for the installation, maintenance, and support of all standard
computer equipment and software.
OCS will coordinate installations and moves of computer wiring and develop cost
estimates to be submitted to the sections. Each section will be responsible for the cost of
wiring, supplies, and installation charges.
OCS will maintain a file of all Section Coordinators throughout the DOA which includes
their name, title, telephone number, and agency.
OIS
OIS will provide a contact for each DOA section. The primary function of the contact is
to assist each DOA Section in identifying and documenting the section's needs and goals
as related to IT; coordinating the section's IT needs for inclusion in the DOA long range
plan; and serving as a liaison between the assigned DOA sections and OIS. OIS will also
provide the offices within the Division of Administration with productivity aids and
access to appropriate state, agency, or department data, while remaining responsive to
needs for education, assistance and technical support in application development and
problem resolution. This level of support will be provided by the OIS as outlined below.
OIS - Support Services Unit
Support Services will provide E-learning via the DOA Portal and will provide
productivity workshops on standard desktop products as needed. Topics for the
workshops will be listed on the web site.
Support Services will provide support for the Integrated Statewide Information Systems
(ISIS) through training administration, help desk administration, system production
control, and security administration. Support Services also will provide assistance to
DOA employees with use of Louisiana Employees Online (LEO) portal.
Policy No. 1
February 1, 2005
Page 3
OIS – Applications Development Unit
The OIS Applications Development unit will be responsible for development and
maintenance of custom application software.
The Application Development project teams perform work assignments according to their
priority lists. These priorities are developed and maintained by the section's
representative and OIS.
All applications system development projects undertaken by OIS are performed
according to the methodology, policies and procedures defined in the OIS policies and
procedures.
OIS Applications Development will assist the section, if needed, with the development of
their web pages, and assist them in the initial implementation and maintenance of their
site.
The Applications Development group will provide assistance with installation and
troubleshooting of non-standard software that is purchased by DOA sections.
OIS – ERP Unit
The OIS ERP unit will be responsible for the implementation and support of ISIS
statewide administrative applications, specifically AFS, AGPS, CFMS and HR.
Each ERP team will perform work assignments according to their priority lists. These
priorities are developed and maintained by the ERP Manager in conjunction with the
specific DOA section(s) responsible for the specific statewide application.
DOA SECTIONS
Sections will adhere to desktop software/hardware standards developed by OCS.
Sections should contact the OCS Help Desk (at 225-342-4730) for questions or problems
with any desktop standard software or equipment supported by OCS.
Sections will ensure new employees, whose job requires the use of a PC, attend training
and are proficient in the use of desktop software as specified in DOA Personnel Policy
#55.
Sections are to contact their OIS contact for guidance on all Information Technology
needs, with the exception of hardware.
Policy No. 1
February 1, 2005
Page 4
Each section is responsible for its web content including development, maintenance, and
migration as outlined in DOA Internet/Intranet Publication Policy #5.
Section Heads are responsible for ensuring that proper approvals are obtained before
acquiring information technology equipment or software as outlined in the DOA
Acquisition Policy #19.
For ancillary sections, the section’s property control manager will be responsible for
maintaining an accurate inventory of computer equipment assigned to the agency. For all
sections, the section’s property control manager will provide information to OCS to
maintain its DOA equipment inventory in Remedy.
It is the responsibility of each Section Head to appoint one or more Section Coordinators
(SC) who are recognized as the agency’s authorized representatives for approving and
coordinating certain information technology activities as specified in this policy.
Information on SCs must be reported to the OCS Help Desk including their name, title,
telephone number and agency. When a SC leaves the DOA agency or no longer serves in
that capacity, it is the responsibility of the Section Head to appoint a new coordinator. It
is the responsibility of each section to report any SC changes to the OCS Help Desk.
SECTION COORDINATOR
The Section Coordinator is responsible for approving and coordinating the following
information technology activities:
User IDs - Contact the OCS Help Desk for LAN IDs for new users, changes to LAN IDs
for existing users, and deleting LAN IDs for those no longer employed in their section.
Complete appropriate paperwork (e.g., the User Profile Form) for these activities and
send in an e-mail addressed to PCLAN.
New installations and physical moves - Coordinate new installations and physical
moves of existing equipment with OCS (by calling the OCS Help Desk at 342-4730).
Software inventory - Maintain an accurate inventory of agency software for all non-
standard software, including software license numbers, purchase order numbers, and user
names. A notation must be made to indicate if the software is critical to the operation of
the section.
Hardware upgrades - Provide OCS with employee setup information for individual,
section-wide, or division-wide hardware upgrades. Coordinate the assignment of new
PCs, the bumping of existing PCs, and the removal of older PCs.
Software upgrades - Provide OCS with employee setup information for individual,
section-wide, or division-wide software upgrades.
Policy No. 1
February 1, 2005
Page 5
SECTION CPTP TRAINING COORDINATOR
The CPTP Training Coordinator in each section will be responsible for obtaining training
for employees on the standard desktop products. This will include providing employees
with information on how to access the computer-based training (CBT) and submitting
forms for enrollment in productivity workshops available through OIS. Information on
productivity workshops is on the DOA Intranet site at
https://isbwwwprod2.doa.louisiana.gov/intranet/training.htm . Information on training for
standard
desktop
products
is
available
from
CPTP
at
http://www.doa.louisiana.gov/cptp/cptp.htm