Category: IS
POLICY & PROCEDURE
Subject:
Use of Computers and Communications Systems
Classification:
Management Approved
Policy Owner:
WFH Chief Information Officer
Approved by:
WFH President and CEO
Effective: May 1, 2009
____________________________________________________________________________________
POLICY:
It is the policy of Wheaton Franciscan Healthcare (WFH) that WFH computers and
communication systems are used only for business purposes.
RATIONALE:
This policy establishes the guidelines that define appropriate use of WFH computing
systems. It is designed to be in furtherance of WFH’s Mission, Vision and Values as
follows: 
Value of Respect – Our Value of Respect calls us to act in a manner that will not
negatively impact the stability of information systems on which other members of the
workforce rely. It is important to understand that changes made to any system in a
networked environment can easily affect not only that system, but all other systems
attached to the same network. Our desire is to provide reliable computer systems and
networks for people to work within their daily activities. It is also important to understand
that many programs and e-mail attachments are a threat to the integrity of the entire WFH
network. Frequently, programs received via e-mail from outside sources appear quite
innocent and harmless, but they have already created a variety of problems for the WFH
network, hardware and users. They cause memory problems, freeze PC’s, and stop other
applications from running correctly. 
Value of Integrity – Our Value of Integrity requires us to understand and comply with the
laws, regulations and policies in place to govern the use of WFH computing systems. This
includes those laws relating to copyright of software licenses and documents, images and
other materials acquired electronically. 
Value of Stewardship – Our Value of Stewardship calls us to respect the resources
entrusted to us by making decisions about our time and works resources that avoid waste
and duplication.
SCOPE:
This policy applies to WFH’s owned and managed regions and joint ventures that utilize
WFH’s information technology.
PROCEDURE:
WFH Information Services (IS) defines the permissible software packages, operating
systems, and settings/configurations that users may run on WFH workstations. IS is
responsible for contracting, installing, maintaining, and managing licenses for authorized
software packages and operating systems, whether these are installed on individual
computers, hosted at the Common Data Center, or made available through an Application
Service Provider (ASP). Workforce members must not install software packages, change
operating system configurations, upgrade existing operating systems, or install new
operating systems on WFH workstations. Copying software is not permitted. In addition,
computer equipment supplied by WFH must not be altered or added to in any way (e.g.,
upgraded processor, expanded memory, or added circuit boards).
IS
Use of Computers and Communication Systems
Page 1 of 2
Requests for software and hardware changes are to be forwarded to IS Customer Service
and Support (Help Desk). The IS designee will analyze the request in accordance with
established policies and procedures. If approved, implementation will be provided; if
rejected, the requestor will be notified with the reason(s) for rejection.
IS uses automated management software and systems to remotely determine which
software packages are resident on WFH computers, to manage software licenses, and to
assist in the maintenance of computer systems and networks. Any unapproved software
that is found on WFH computer systems will be removed; if/when possible, advance
notification will be given so that required functionality is not unexpectedly removed,
however this notification is neither required nor negotiable.
Outside users (vendors, guests, speakers, physicians, etc.) must use computer equipment
(laptops, projectors, etc.) provided by the WFH/Regional department when they come into
our facilities to do presentations or demonstrations. Outside users may not connect to the
internal WFH network. If Internet connectivity is needed, some facilities are equipped with
a 'guest network' that outside users may connect to and use. If there is no guest network
available, or if other connectivity is needed, the WFH/Regional department must contact
IS Customer Service and Support (Help Desk) – in advance if possible - to see if
arrangements can be made for access. Not all areas within WFH facilities will be able to
offer these options to outside users.
To ensure computer viruses are not propagated to and through WFH computer systems
and networks, workforce members are not to forward or execute programs received from
sources not specifically approved by IS. This includes programs that may be received
via e-mail or downloaded from the Internet. Additionally, all workstations must have
virus screening programs enabled, which are used to scan all software and all e-mail
attachments. If users suspect infection by a computer virus (i.e. spyware, virus, Trojans,
worms), they must immediately stop using the involved computer and call IS Customer
Service and Support (Help Desk) for additional diagnosis and to eradicate the virus. Users
must not attempt to eradicate the virus themselves.
Any exceptions for personal incidental use of WFH computers or communications systems
must have the approval of the department director or higher-level management. Such
exceptions can only be approved when such use does not:
a.
Consume more than a trivial amount of resources that could otherwise be used
for business purposes;
b.
Interfere with workforce member productivity;
c.
Preempt any business activity;
d.
Involve any type of solicitation;
e.
Involve any type of outside, for-profit business activity;
f.
Violate any restrictions noted in these or other company policies;
g.
Engage in inappropriate behavior (e.g. written attacks, threats, harassment,
acquisition and/or use of materials or information inconsistent with WFH’s
Mission, Vision and Values);
h.
Violate any laws or regulations governing such usage;
i.
Potentially embarrass WFH or any of its affiliates.
j.
Require changes to firewall, proxies, or other systems or devices
Replaces:
IT Regulations 002, 003, 004 and 006
Cross reference:
Solicitation, Distribution of Literature and Facility Access policy
Information System Access policy
Review Period:
Two (2) years
Original Policy Date:
May 1, 2005
Dates Updated:
January 2007; May 1, 2009
IS
Use of Computers and Communication Systems
Page 2 of 2