HomeMy WebLinkAbout046 - Data Processing Request l "
AE> MINIE; TrRAT1X/ E ORDER NO . 46
TO : All Departments August 5 , 1985
FROM : Gary Crutchfield , City Manager
SUBJECT : PROCEDURE FOR DATA PROCESSING REQUEST FOR SERVICE .
EFFECTIVE DATE : August 6 , 1985 ,
PURPOSE : The purpose of this Administrative Order is to provide a
management system for the use of our limited data processing services .
The procedures required by this Order will provide a standard means
by which : users may request DP services ; DP may evaluate service
requests and manage its work program ; the City Manager may prioritize
and monitor DP service activities .
STANDARD FORM REQUIRED : All requests for Data Processing ( DP )
Services must be submitted on the standard form ( copy attached ) provided
by DP . The only exceptions to this requirement will be for those minor
service activities deemed by the DP Manager to be outside the parameters
of this Order's purpose . If a user is in doubt , contact the DP Manager ;
• otherwise, submit the standard form .
PROCEDURES :
1 ) User fills out the top half of the form , being as specific as possible
in describing what is desired ( feel free to attach an example ) .
If there is any question , user should contact the DP Manager to
assure nothing gets lost in translation . Remove the white and yellow
copies of the request and forward to the DP Manager .
2 ) DP Manager will review each request form to determine the probable
work involved , will recommend an appropriate priority , and forward
the request to the City Manager . DP Manager may need to confer
with user for clarification of the request , but in general , a request
should be forwarded by the DP Manager to the City Manager within
two working days from date of receipt by the DP Manager .
3 ) Upon receipt , City Manager will approve/ disapprove the requested
service . If approved , the City Manager will assign appropriate
priority and send both copies of request form to DP Manager ; if
disapproved , the City Manager will send request back to user explaining
reason therefor .
41 Upon receipt of approved request , DP Manager will cause the service
to be performed , conferring with user as necessary and appropriate .
It is incumbent on the user to be involved in the work as necessary
• to assure the service fulfills the user's need ; likewise , it is incumbent
on the DP Manager to clearly understand and follow through on the
requested service . In short , the user and DP Manager must communi -
cate effectively from beginning to end of a service request .
5 ) Upon completion of the service, the DP Manager will record the
actual man -hours consumed and the date completed and transmit
the original to the user, a copy to the City Manager , and retain
a copy for DP records .
6 ) Upon receipt of a completed original , the user should staple it to
his / her copy of the initial request to indicate it has been completed .
7 ) In the event an approved service request will not be completed within
the time indicated , it will be incumbent on the DP Manager to confer
with the user and City Manager to revise the work schedule .
ASSIGNMENT OF FORM BOOKS : The standard forms are sequentially
numbered to facilitate better records and easier tracking . The DP
Manager will assign a book of standard forms to each department and
shall be responsible for maintaining the assignment records and adequate
supply of forms .
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~ • CITY OF PASCO
.� REQUEST FOR SERVICES
DATA PROCESSING
SYSTEM: DATE:
PROGRAM:
SUBMITTED BY: APPROVED BY:
DEPARTMENT HEAD CITY MANAGER
PROBLEM DESCRIPTION: (Attach an example if possible) REQUESTED PRIORITY
(1-10. 1 =HIGHEST)
D.P. ANALYSIS: ANALYSIS BY:
EST. HOURS: APPROVED BY: PRIORITY:
D.P. MANAGER (1 = HIGHEST)
• ACTUAL HRS: COMPLETED BY: _ I
CMANT
CLOSING DATE: _
ORIGINAL