University Policies and Procedures

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Policy Number: 2.2014
Title: Information Technology Procurement
Effective: 08/26/2013
Senate Proposal: No
Responsible University Officer: Chief Information Officer
Responsible Office: Office of Information Technology

Policy Statement  |  Reason  |  Requirements  |  Related Information  |  Exclusions
Contacts  |  Definitions  |  Responsibilities  |  Procedures  |  Forms & Instructions  |  Appendices  |  History

Policy Statement

Information Technology Services (ITS) is responsible for maintaining the University network, servers, workstations, and peripherals, as well as maintaining quality of information technology (IT) equipment and resources at a reasonable cost. As such, procurement of all University IT resources and services is to be centrally managed by ITS regardless of the source of funding; all information technology related purchases must be made following the Procurement of Information Technology Equipment, Software, & Consumables procedure. ITS manages the purchase of IT-related items in collaboration with the Purchasing Department, which has the final responsibility and authority for vendor selection and all purchasing decisions.


Policy Requirements

N/A

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Reason for Policy

The purpose of this policy is to provide a framework for standardizing the procurement of all University information technology resources and services. Standardization allows the University to efficiently select and manage technology, to obtain better technology pricing, to reduce maintenance costs, and to increase access to training and assistance.

This policy establishes standards, guidelines, and procedures for the procurement of information technology resources and services to support excellent stewardship of University resources.

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Related Policy Information

See also:
University Policy 2.2010 Selection of Vendors
University Policy 2.2011 Approval for Purchases

Exclusions

Per the Procurement of Information Technology Equipment, Software & Consumables procedure, certain purchases may be made outside of ITS under circumstances where procurement and/or replacement of critical equipment cannot be done practically by following the regular process.

Contacts

Office/Unit Name Telephone Number
Information Technology Services (ITS)
906-487-1111
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Definitions

Information Technology Resources - All computers and electronic data storage, networking, transmission, and manipulation devices owned and/or controlled by any part of the University, including departmental computers and the University's information technology network facilities accessed by anyone from anywhere.

Consumables - Any IT resource that is expended in the course of operating an IT resource. Examples of consumables include, but are not limited to, paper, toner, writable CDs or DVDs, projector bulbs.

Network - A telecommunications network that allows computers to exchange data.

Server - A computer system which primarily provides one or more network services by communicating across a network.

Workstation - A general purpose computer intended for use by end-users.

Peripheral - A device that is connected to a personal computer and extends its capabilities. Examples of peripherals include, but are not limited to, mice, keyboards, monitors, printers.

Users - Individuals, whether a member of the University community or not, who are granted access to and use of the University's information technology, whether on campus or from remote locations. Those individuals include, but are not limited to faculty, students, staff, guests, visitors, and those working on behalf of the University.

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Responsibilities

Financial Managers, Chairs, Directors/Deans and Executives - Ensure procurement of IT resources are approved according to University policy and procedures and external restrictions, such as donor and sponsor intent.

Information Technology Services – Responsible for centrally managing procurement of IT resources, ensuring compliance to University policies, procedures, and guideline.

Office of Information Technology (OIT) — Develops and implements IT policies and procedures.

Purchasing Department – Establishes policies and procedures regarding all University purchases.

User – Complies with the policies and procedures established for procurement of IT resources and services.

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Procedures

In support of this policy, the following procedures are included:

Procedure
2.2014.1 Procurement of Information Technology Equipment, Software & Consumables

Forms and Instructions

N/A

Appendices

N/A

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History


Adopted: 08/26/2013 Approved by the Chief Information Officer.
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Policy Statement  |  Requirements  |  Reason  |  Related Information  |  Exclusions
Contacts  |  Definitions  |  Responsibilities  |  Procedures  |  Forms & Instructions  |  Appendices  |  History