|Title:||Procurement of Information Technology Equipment, Software, and Consumables|
|Responsible University Officer:||Chief Information Officer|
|Responsible Office:||Office of Information Technology|
Information technology (IT) resources require on-going investment of professional time and effort, and financial resources in order to perform acceptably. The total expense to acquire and operate IT equipment typically involves much more than the initial purchase price of hardware or software. The collective costs of running a computer system over its lifespan can include network connections, license renewals, software upgrades, and IT support. Information Technology Services (ITS) is responsible for maintaining the University network, servers, workstations, and peripherals to ensure that quality is maintained at reasonable costs.
A centralized IT procurement procedure benefits Michigan Tech by providing:
• brand and model standardization where appropriate
• a campus-wide inventory of hardware and software to facilitate effective planning, maintenance, upgrades, and disposal
• pricing advantages obtained through volume purchasing and working with preferred vendors
• license compliance for software purchases
• hardware and software with a known "support state" at the time of purchase
When a department decides to purchase IT equipment, software, and/or consumables:
All expenditures will be allocated directly to the department when purchasing via Purchase Order, Blanket Order, or Purchasing Card. For items held as inventory, the department will be billed directly through BANNER.
All IT equipment purchased with University funds remain the property of the University until the disposal and media destruction procedure outlined within the University's Information Security Plan is completed.
ITS has established a standard set of equipment for the University. The list of standardized equipment will be updated periodically to ensure recommended equipment remains current and beneficial to the University.
The items designated as standard by ITS are:
It is acknowledged that standardized IT resources will not meet the needs of all faculty, staff, and administrators. These situations may require specialized or customized equipment. Reasons might include:
Non-standard equipment should be exceptions, and justification for the need of the equipment must be documented by the department to ITS. ITS will procure the requested non-standard equipment on behalf of the user once approval is received from the appropriate departmental and financial managers. ITS will make every reasonable effort to support non-standardized equipment, but this support may be limited.
It is acknowledged that under special circumstances, where purchases must be made by University employees who are away from campus due to travel or field work, and equipment must be replaced due to damage, loss, or theft, that it is not practical to purchase IT related equipment via the regular process. When this happens, University employees are required to report the purchase and special circumstances to IT as soon as is possible by sending an email to email@example.com, describing the purchased equipment and requesting any set-up assistance if needed.