BTS-1.01 - Bureau Of Technology Services Vision, Mission, Values, Duties & Authority Of The Chief Technology Officer

Administrative Rules Adopted by Bureaus Pursuant to Rule Making Authority (ARB)
Policy category
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Administrative Rule Adopted by Office of Management and Finance Pursuant to Rule-Making Authority

BTS Vision Statement

To be a recognized leader in providing technology solutions for local government and a valued strategic partner.

BTS Mission Statement

To provide innovative, reliable and secure technology services and strategic leadership in alignment with the needs of the City of Portland, the public and our regional partners.

BTS Values

Customer Service

• We respond with urgency to our partners' needs

• We have timely, frequent, and clear communication with our partners


• We view our employees as our most valuable resource

• We invest in and support the professional development of our staff

• We foster a diverse and culturally competent work environment


• We exercise our corporate responsibility to ensure technology decisions are made in the best interest of the City

• We follow business practices that respect the natural environment and further the City's goals for sustainability


• We maintain transparency, honesty and ethical behavior in all we do

• We are accountable for our actions and commit to continuous improvement


• We follow best practices to ensure we deliver high quality products and services

• We manage the City's technology assets in a manner which achieves high reliability and security

• We continually measure and evaluate our effectiveness


• We actively encourage a variety of approaches and forward looking ideas in order to spur innovation

Responsibility and Authority of the Office of Management and Finance (OMF) - Bureau of Technology Services (BTS) and the Chief Information Officer (CTO)

Ordinance No. 177852 and City Code 3.15 - establishes the Bureau of Technology Services as a bureau of OMF and defines the responsibility and authority of the Chief Technology Officer, effective September 3, 2003.

The Bureau of Technology Services shall be supervised by a Chief Technology Officer (CTO) of the City and who shall report to the CAO. The Bureau shall be responsible for the Technology Service Fund (PCC 5.04.500). The CTO shall have specific authority to:

• Enter into nondisclosure agreements between the City and prospective vendors in order for City employees to review proprietary information on products and technologies that are, or might be, considered for use by the City. A nondisclosure agreement is one that prohibits the release of proprietary or confidential information, whether held by the City or the vendor, and does not include any monetary consideration.

• In consultation with the bureau that is the custodian of record, enter into data grant agreements between the City and grantees in order for Bureau employees to share City Geographical Information Systems data. A data grant agreement is one in which the City will grant the use of pertinent GIS data to agencies, organizations or individuals (grantees) for research projects or projects performed under contract with the City. Data grant agreements may include direct cost reimbursements to the City.

Except as specifically exempted by the CTO, the Bureau shall manage, establish policies and standards, and provide technical support for all City-owned technology systems. Technology systems include, but are limited to, information and electronic communications systems. It shall:

1. Provide citywide technology strategic planning and consulting services, including project scoping, budget preparation and analysis, system planning and procurement, resource allocation and project management for technology projects.

2. Design, implement and manage all technology hardware and software including system security measures.

3. Manage all citywide radio, video, data communications, microwave, wireless communications and telephone systems and equipment owned by the City.

4. Design, implement and manage all citywide voice, video and data applications.

5. Manage end user technology support services, including Help Desk and Desktop Support services.

6. Manage the citywide Geographic Information System.

7. Provide all Internet and Intranet services to City bureaus, offices, boards and commissions.

8. In cooperation with the Procurement Services Division of the Bureau of Internal Business Services, review and approve the purchase of all technology software, hardware and professional consulting services. Any proposed technology lease transaction shall first be reviewed and approved by the City's Debt Manager.

9. Provide technical expertise and information to technical oversight committees for City technology projects.

10. Provide all telephone services to City bureaus; coordinate with telephone vendors; order new facilities and equipment for city-owned or leased systems; plan telephone systems, and resolve all telephone problems.

11. Manage the City’s official website.

12. Manage and authorize all City domain name registrations and renewals.

The Bureau of Technology Services will manage and standardize the City’s Technology environment in support of the City's business processes.

The Bureau of Technology Services will implement the Technology Services Administrative Rules.

Scope of Administrative Rules

The City of Portland Bureau of Technology Services Administrative Rules is a resource document containing technology related rules.

Some administrative rules shall be promulgated with and administered in conjunction with other bureaus or offices such as the Office of Management and Finance, Bureau of Human Resources and the Portland Office of Emergency Management. Some rules are codified in the Administrative Rules for operational ease, but are administered wholly by other bureaus. The rules will clearly indicate who is responsible for administration.

The provisions of these BTS Administrative Rules apply to all employees of the City of Portland in addition to contractors, vendors, volunteers, and other parties which use and/or support the City’s information and communications systems. In the event of a conflict between the Administrative Rules as they apply to employees and any applicable labor agreements, the latter shall govern.

Violation of Rules

These rules and procedures are to be read in conjunction with federal and state statutes and local ordinances, as applicable.

Violators of BTS Administrative Rules may be denied access to City computing and network resources and may be subject to other penalties and disciplinary action within and outside the City.

Violations will be handled in accordance with the City’s established disciplinary procedures. The City may temporarily suspend, block or restrict access to computing resources and accounts, independent of such procedures, when it reasonably appears necessary to do so in order to protect the integrity, confidentiality, or availability of City computing and network resources or to protect the City from liability. The City will refer suspected violations of applicable law to appropriate law enforcement agencies.

In general:

• If violations of this policy initiated by careless or deliberate acts are discovered, the City will take appropriate actions to resolve the issue including disciplinary measures up to and including termination of employment.

• If violations of this policy are discovered that are illegal activities the City, in addition to taking disciplinary measures up to and including termination of employment, the appropriate law enforcement authorities will be notified.

The City reserves the right to pursue appropriate legal actions to recover any financial losses suffered as the result of any violation of these rules.

Note: Illegal reproduction and/or distribution of software and other intellectual property protected by U.S. copyright law is subject to civil damages and criminal punishment including fines and imprisonment.

Exception to Rules

Unless otherwise noted in these Administrative Rules, exceptions to the BTS Administrative Rules may be made on a case-by-case basis at the discretion of the CTO. In each case, the Bureau must request the exception waiver, in writing, and include such items as the need for the exception, the scope and extent of the exception, the safeguards to be implemented to mitigate risks, specific timeframe for the exception, organization requesting the exception, and the approval from the Bureau Director requesting the exception.

The CTO has granted exceptions to the Portland Water Bureau & Bureau of Environmental Services SCADA Systems and the Office of Transportation Traffic Management System.

Severability Clause

If any section, subsection, sentence, clause or phrase of the BTS Administrative Rules is found to be invalid by any court of competent jurisdiction, such decisions shall not affect the validity of the remaining portions of these Rules.

Ordinance No. 179999, passed by City Council March 15, 2006 and effective April 14, 2006.
Revised rule adopted by Chief Administrative Officer of Office of Management and Finance and filed for inclusion in PPD April 17, 2012.

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