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Controller's Office Policy Manual

E.  COMPUTER INFORMATION

 

  1. Appropriate Use

Office computers should be used to achieve the business of the Controller’s Office and the mission of the campus. Computers are made available to employees for the purpose of conducting University-related business, but occasional social/personal use is allowed providing it does not interfere with an employees’ job function.

  1. Installing Software

The office computers are business tools equipped to meet the needs of the Controller’s Office. The computer operating system has compatibility problems with some software applications or utilities. To ensure that software installed is appropriate, the Systems Administrator must be consulted before installing software on a Controller’s Office computer.

  1. Shutting Down Computers

      Each computer should be turned off at the end of the work day. This will maintain security and promote energy efficiency.

  1. Software Stewardship

      Software applications installed on office PC’s are available for University work. Replicating software without a proper license is illegal. If an employee requires software on their computer for University work they should inform their Supervisor.

    1. Periodic Backups

      2. The data housed on each employee’s computer is often crucial to the operations of the Office. Loss of data files could result in several weeks recompiling and recreating the data. Employees should back up all work at least weekly to provide a level of protection that the Office will not be severely affected by loss of data from computer crashes, bad diskettes, or human error.

      Employees should back up ONLY data files to drive F: on the Controller’s Office LAN server weekly. Program files on the computer can always be re-installed in the event of a crash. Employees should not rely solely on diskettes as a means for backup.

    2. Computer Security

Ensuring access to data on a computer is restricted to authorized persons. To reduce the chance of unauthorized access all computers should be password protected. The System Administrator coordinates the password protection program for the Controller’s Office.

    1. The System Administrator will install a CMOS (this is the computer hardware password) on each user’s computer.
    2. Users can change their CMOS password but must inform the System Administrator.
    1. Network Password Security

      2. Authorized users to the LAN Server are assigned a login ID. The required length for LAN passwords will be at least 6 characters (numbers and/or characters), these are set individually by the user.

    2. Benefits of the LAN

The Security Administrator should be consulted to give a full explanation of the LAN’s capabilities, but some of the basic benefits of the LAN follow:

    1. The hard drives on the LAN are backed up nightly from Monday to Friday. Users may copy data files from their computer to the LAN.
    2. Directory access to the LAN is defined for each user. User rights are assigned so that they will ONLY have access to allowed directories. This provides protection, organization, and security for each user or area (ex. Accounts Payable).
    3. Users who do not have large enough hard drives to enable them to run software directly off their computers can run the software off the LAN hard drive.
    4. The LAN makes it convenient and easy for users on campus to share and pass files despite distance.
    5. The LAN enables multiple users to update a shared database.
    6. The LAN server enables users to share and access a common CD-ROM.
    7. Users may send messages to one another over the LAN.
    8. Users may access file on the LAN via the FTP protocol.
    9. The LAN can also function as an intranet web server.
    1. LAN Security
  1. Individuals should not attempt to compromise authorized user passwords.
  2. A login ID should only be used by the person assigned the ID.
  3. Login IDs and passwords should not be shared.
  4. Authorized user passwords are changed every three months.
  5. Passwords should be kept confidential and secure.
  6. Passwords should not be stored in batch files, in automatic login scripts, in terminal function keys, in computers without access control or in other locations where another person might discover them.
  1. Authorized user passwords should not to be sent through electronic mail.
    1. Computer/Printer Documents and Manuals

      2. The System Administrator has had difficulty solving PC problems because of missing or unavailable documents/manuals. This often results in a longer down time for the user.

      Documents and manuals that accompany a computer or printer are very helpful for the purpose of understanding the hardware and software. The person assigned the computer is responsible to maintain all related documents. When a computer or printer is moved the employee should ensure that its respective manuals and documents accompany the computer or printer. Employees must notify the Front Desk and the System Administrator of any computer equipment move so that the office can track equipment bar codes to fulfill the required annual campus inventory. Location information cards should not be altered or removed from the computer.

    2. Standard Software

      3. The following software is recognized by the office for the following applications.

      Microsoft Word – for word processing.

      Microsoft Excel and Lotus 123 – for workbooks and spreadsheets.

      Microsoft Access – for databases.

      Microsoft PowerPoint – for presentations.

    3. Controller’s Office Website (see http://www.umass.edu/aco)

Each area (ex. General Accounting) of the Controller’s Office will have a designated individual (web site maintainer) who will maintain web site updates and changes for their area. Web site maintainers will inform the System Administrator of any updates to files in the designated area subdirectory. Updates or new additions that involve procedure or policy should be agreed upon at Supervisor Staff Meetings before published to the web by the System Administrator.

  1. Electronic Mail Use Guidelines (Also see University website at : http://www.umassp.edu/homepage/general/policy/miscellaneous/itcelml.html)
  1. Individuals are prohibited from using an electronic mail account assigned to another individual to either send or receive messages. If it is necessary to read another individual's mail (e.g., while they are on vacation, on leave, etc.), surrogacy or message forwarding should be utilized.
  2. The University makes e-mail facilities available to both students and staff. University e-mail is made available to employees for the purpose of conducting University-related business, but occasional social/personal use is allowed providing it does not interfere with an employees' job function.
  3. Individuals with e-mail IDs on University computer systems are prohibited from sending messages which violate state or federal law, or University policy. Additionally, the University has special concern for incidents in which individuals are subject to harassment or threat because of membership in a particular racial, religious, gender or sexual orientation group.
  1. Users will not "rebroadcast" information obtained from another individual that the individual reasonably expects to be confidential.
  2. Bulletin Boards used for soliciting or exchanging copies of copyrighted software are not permitted on University electronic mail systems.
  3. Users are prohibited from sending, posting or, publicly displaying or printing unsolicited mail or materials that are of a fraudulent, defamatory, harassing, abusive, obscene or threatening nature on any University system.
  4. If an individual receives electronic mail that they consider harassing, threatening or offensive, they should contact the System Administrator immediately.
    1. Borrowing Equipment

      2. Computers or peripherals may be borrowed for training or University related use. Computers and peripherals, should be signed out at the reception area. Software should be signed out with the Systems Administrator.

    2. Controller’s Office Technical Committee

The Technical Committee has been established to review the computing issues of the Controller’s Office and propose solutions for consideration at Supervisor Staff meetings. It is expected that issues will be received from Supervisor Staff meetings as well as raised by the committee to be considered at these meetings. Review of issues may involve system evaluations, hardware research, software research, workflow analysis and input from users. Committee members will also function as representatives and communicators for their respective areas. The committee will meet as needed, but likely monthly.

 

Controller's Office
Room 405 Goodell Building
140 Hicks Way
University of Massachusetts Amherst
Amherst,  MA 01003-9272
Tel:  (413) 545-0806
Fax: (413) 545-6088

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Last Updated: February 09, 2011