DC WIC POLICY & PROCEDURE MANUAL

Policy 3.003 1 | P a g e Title: MIS Configurations and Equipment Inventory Category: MIS CFR Reference: § 3016.32 (d)(1)(2) Policy Number: 3.003 Effective Date: 8/30/2009 Revised Date: 11/30/2023

POLICY STATEMENT: The State and Local Agency ensure that all IT equipment provided to perform the functions of the DC WIC program are properly configured, regularly maintained, and inventoried on an ongoing basis in accordance with § 3016.32 (d)(1)(2). State Agency • The State Agency provides the mandatory configuration file for use on Local Agency laptops used to perform the functions of the DC WIC program. • The State Agency is responsible for communicating IT equipment configuration and specification updates to the Local Agency. • The State Agency provides the Local Agency troubleshooting assistance of the mandatory configuration file only if specified equipment is used, see attachment 3.003A HANDS Equipment and Peripherals. Equipment used outside of that specified by the State Agency may not receive troubleshooting assistance. • The State Agency will provide the Local Agency with Pin Pads needed to perform eWIC card issuance in the MIS. Local Agency • The Local Agency is responsible for purchasing, installing, configuring, and maintaining IT equipment to the preferred specifications provided by the State Agency. See 3.003A HANDS Equipment and Peripherals for additional details. • The Local Agency must successfully test all IT equipment and its peripherals before deploying for use to perform the functions of the DC WIC program. See attachment 3.003B HANDS Peripheral Testing for equipment testing procedures. • The Local Agency must maintain IT equipment inventory and inventory records for auditing purposes. Records must be kept on file for three years.

PROCEDURE IT equipment The State Agency will provide the Local Agency with a listing of required IT equipment and peripherals needed to perform the functions of the DC WIC program. This includes IT equipment such as: • Networked printers • Card readers • Desktop scanners • Laptops • Signature pad

DC WIC POLICY & PROCEDURE MANUAL

Policy 3.003 2 | P a g e • Pins Pads – only to use those provided by the State Agency • USB hub • Docking station See 3.003B HANDS Peripheral Testing for IT equipment testing procedures. IT Equipment Configuration The State Agency provides the Local Agency the most current mandatory configuration file to be installed on all laptops that are used to perform the functions of the DC WIC program. For Local Agency procured laptops, the Local Agency may add its own imaging if it does not interfere with the most current MIS configuration file. IT Equipment Inventory The Local Agency must annually review and verify their equipment inventory and submit an inventory log to the State Agency at the end of September of each year. See attachment 3.003C Equipment Inventory Reporting Template for logging and inventorying IT equipment. The Local Agency must dispose of any IT equipment that is lost through theft, irreparable or obsolete according to the Local Agency’s electronic equipment disposal procedures. Disposal of equipment must be accompanied by a completed copy of the Local Agency’s Disposal Report internal to the organization, or a police report for stolen equipment. REFERENCES § 3016.32 (d)(1)(2) ATTACHMENTS & FORMS 3.003A HANDS Equipment and Peripherals, 3.003B HANDS Peripheral Testing, 3.003C Equipment Inventory Reporting Template