Meetinghouse Technology Roles and Responsibilities

Last Updated: 26 September 2017 at 16:17

1. Policy Source and References

1.1 The roles and responsibilities for meetinghouse technology, as defined in this document, have been reviewed and approved by the Meetinghouse Technology Committee, the Information and Communication Services Policy Committee, the Meetinghouse Facilities Department, and the Presiding Bishopric. Inquiries concerning this policy should be directed to the Meetinghouse Technology Coordination Team in the Information and Communication Services Department at Church headquarters.

1.2 See also Handbook 1: Stake Presidents and Bishops, 13.2, 13.3, 14.7.2, 17.1, and Handbook 2: Administering the Church, 17.2, 18.3, 21.1, 21.2.

1.3 See also Meetinghouse Technology Policy.

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2. Scope

2.1 Worldwide: The roles and responsibilities for meetinghouse technology defined in this document apply worldwide unless otherwise stated.

2.2 Callings: Where ward and stake callings are referred to, the same roles and responsibilities also apply to the equivalent branch and district callings.

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3. Definitions and Acronyms

3.1 Area Information and Communication Services (Area ICS): Church employees outside the U.S. and Canada that provide technical support to the Church workforce.

3.2 Facilities Management Group (FM Group): A group of Church employees, led by a facilities manager (FM), which manages multiple meetinghouses, usually spread across several stakes. It works primarily with stake presidents and physical facilities representatives to maintain Church buildings and properties.

3.3 Global Service Center (GSC): Support group available to assist stake technology specialists with meetinghouse technology items that they cannot solve on their own and that are not the responsibility of the FM.

3.4 Information and Communication Services Department (ICS): Church department charged with providing technology services for the Church worldwide.

3.5 Internet Service Provider (ISP): A company that provides access to the Internet.

3.6 Meetinghouse Computer:  Any computer purchased with Church funds for use in a meetinghouse, installed under the direction of the stake presidency, and managed in compliance with Church standards.  Meetinghouse computers include clerk computers and others used for gospel-related purposes. 

3.7 Meetinghouse Facilities Department (MFD): Church department charged with providing Church facilities worldwide.

3.8 Meetinghouse Technology Committee: A committee at Church headquarters representing all major departments of the Church that influence technology in meetinghouses.

3.9 Meetinghouse Technology Coordination Team: ICS employees charged with coordinating communications, training, and policy related to meetinghouse technology.

3.10 Physical Facilities Representative (PFR): A high council member assigned to coordinate building needs with the facilities manager and the stake technology specialist.

3.11 Stake Technology Specialist (STS): One or more clerks called by the stake to provide technology support for meetinghouse products, services, and policies to priesthood leaders, teachers, official family history centers, and mission offices.

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4. Stake Technology Specialist (STS)

4.1 Stays current on meetinghouse technology products, services, and policies

4.2 Provides technology support for meetinghouse products, services, and policies to priesthood leaders, teachers, family history centers, and mission offices

4.3 Manages Meetinghouse Internet

4.3.1 Ensures that an approved Meetinghouse Firewall is in place

4.3.2 Makes sure computers and devices are not bypassing the firewall

4.3.3 Troubleshoots Internet connectivity issues

4.4 Sets up, tests, runs, takes down, and stores audio, video, and broadcast equipment

4.5 Installs and supports meetinghouse computers including:

4.5.1 Setting up hardware

4.5.2 Installing standard operating system and applications

4.5.3 Ensuring that required Church software is installed and working properly

4.5.3 Assisting when meetinghouse computers are not working properly

4.5.4 Erasing hard drives before meetinghouse computers are disposed of

4.6 Sets up and supports meetinghouse printers and copiers

4.7 Coordinates with FM through PFR to ensure meetinghouses have approved and working technology equipment

4.8 Provides input to FM through PFR on ISP selection and desired locations for wired and wireless access

4.9 Trains clerks, priesthood leaders, teachers, and others (as directed) on meetinghouse technology. Quarterly training meetings are recommended. Suggested training topics include:

4.9.1 Facilitating a Church broadcast via satellite, Internet, or webcast

4.9.2 Understanding meetinghouse technology policy

4.9.3 Learning how to play digital media for lessons and training

4.9.4 Using Personal Video Conferencing (PVC)

4.9.5 Registering for an LDS Account

4.9.6 Promoting Church websites and software available to general Church membership

4.10 Maintains inventory of meetinghouse technology hardware and software including date of acquisition, warranty, and licensing information

4.11 Acts as primary contact for requesting help from GSC

4.12 Acts as primary local support and contact for requesting technical help through Family History Center Support (Computers, computer screens, printers, and other equipment for family history centers are provided by the Family History Department [FamilySearch] and have their own support services.)

4.13 Looks for additional resources that may be able to assist a stake with technology training or other technology needs

4.14 Does not have access to financial or membership data unless serving in an additional calling which requires it

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5. Stake Clerk

5.1 Trains clerks and priesthood leaders on Church applications such as MLS and those available on LDS.org

5.2 Trains clerks and priesthood leaders on the proper use of membership data

5.3 Ensures person called as STS is accurately recorded in MLS (Assistant Stake Clerk—Technology Specialist). This makes it possible for the Meetinghouse Technology Coordination Team to communicate directly with the STS.

5.4 Oversees the work of assistant stake clerks, including the STS

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6. Stake President

6.1 Oversees proper use of technology within a stake

6.2 Understands and enforces meetinghouse technology policy

6.3 Calls one or more STSs

6.4 Determines who has keys to access meetinghouse technology equipment and spaces

6.5 Approves budget for purchases of approved Church products not covered by the FM group

6.5.1 Audiovisual equipment for webcasting and Personal Video Conferencing (PVC)

6.5.2 Toner and paper

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7. Ward Clerk

7.1 Backs up data files on clerk computers

7.2 Checks firewall compliance weekly on clerk computers

7.3 Ensures MLS is updated to the latest version

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8. Physical Facilities Representative (PFR)

8.1 Works with STS to coordinate technology issues and needs with the FM group

8.2 Acts as primary stake contact for the FM group

8.3 Communicates requests for repairs or replacements to the FM group

8.4 Works with the FM on technology issues that may impact a building’s structure, functionality, or aesthetics

8.5 At the discretion of the stake president and FM, an STS and FM may work directly together.

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9. Facilities Manager (FM)

9.1 Works with stake presidents, STSs, and/or PFRs to ensure meetinghouses have approved and working technology equipment

9.2 In compliance with MFD standard plans:

9.2.1 Approves and coordinates all physical modifications to the meetinghouse, including those that may impact a building’s structure, functionality, or aesthetics

9.2.2 Procures and distributes technology equipment funded by the MFD

9.2.3 Receives and distributes technology equipment purchased by the Family History Department for official family history centers

9.2.4 Stays current on meetinghouse technology products and policy

9.3 For computers and other technology equipment provided during new building construction or later by the FM group:

9.3.1 Maintains an inventory of products

9.3.2 Coordinates and pays for the repair or replacement of products, as budgets allow

9.3.3 Disposes of products in accordance with Church guidelines and local laws when they are no longer needed

9.4 Selects and pays for Internet service provider

9.4.1 Adheres to cost and service standards

9.4.2 Receives input from stakes on which provider to use

9.4.3 Works with ICS to ensure competitive pricing, assist with provisioning, and consolidate billing

9.5 Receives requests from stakes on desired locations for wired and wireless access

9.6 Outside of the U.S. and Canada, consults with Area ICS

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10. Area Presidency

10.1 Considers factors such as the needs of units, the readiness of people to use technology, availability of member expertise for technical support, and the effectiveness of the technology in meeting important needs to determine which approved technologies are made available in meetinghouses

10.2 Considers local economic and social conditions, which often affect the availability and acceptability of reasonably priced technologies and the infrastructure to make them effective

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11. Area ICS (Outside the U.S. and Canada)

11.1 Consults stake technology specialists on meetinghouse technology

11.2 Consults FMs on Meetinghouse Internet implementations

11.3 Stays current on meetinghouse technology products and policy

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12. Global Service Center (GSC)

12.1 The STS may contact the GSC for help with items related to meetinghouse technology that they cannot solve on their own and that are not the responsibility of the FM group

12.2 If the GSC determines that a problem relates to something that the FM is responsible for, they will ask the STS to contact the FM group through the PFR

12.3 In cases where the GSC does not support the language spoken by an STS, the STS enlists the assistance of a translator

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13. Meetinghouse Technology Coordination Team

13.1 Receives feedback from STSs and shares it with meetinghouse technology product managers

13.2 Coordinates and delivers meetinghouse technology communications and training:

13.2.1 MFD

13.2.2 GSC

13.2.3 Area ICS

13.2.4 Meetinghouse technology product managers

13.2.5 Church departments such as Missionary, Family History, and Church Education

13.3 Manages meetinghouse technology website:  http://mhtech.lds.org

13.4 Drafts, updates, and guides meetinghouse technology policy through an established approval process

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14. Related Articles

14.1 Meetinghouse Technology Policy

14.2 Additional meetinghouse technology documentation and training are found at http://mhtech.lds.org

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