FM: 2490, p. 1

DAT: 703, p. 1

TECHNOLOGY PURCHASING POLICY

Scope:

This policy applies to all employees.

Policy:

The College Technology Council (CTC) will coordinate technology purchases with the Procurement department, and oversee the distribution, and reallocation of servers, personal computers, printers, and computer-based electronic equipment and associated software for the college. All such hardware, software and equipment will become part of the college inventory and will be distributed to users according to the CTC technology resource allocation plan.Computer hardware and software must be purchased in accordance with this policy.

Exceptions: This policy does not include hardware below the price of $500 or to peripheral devices such as mice, keyboards external storage devices, etc. However, this exception does not include any device, regardless of cost, that will directly connect to the college’s network such as a hub, switch, wireless access point, PDA, computing device, etc.

Procedures:

  1. The CTC will identify, analyze, and assess the computer hardware, software and electronic communication needs of all college campuses. This will provide a continuing mechanism for planning technology procurement and refresh time lines, preparing budgets, allocating computer hardware and software, developing technology training, and maintaining a computer hardware and software inventory.
  1. CostCenter Managers will, as part of the college’s budget cycle, provide their computing hardware and software needs (including technology for proposed new positions) to the CTC. All needs will be evaluated by CTC and prioritized for budgeting purposes.
  1. The CTC will prepare a recommended allocation plan based on their needs assessment and, with assistance from the BudgetDepartment, prepare a budget request for President’s Council. The recommended allocation plan and budget will be approved by the President’s Council and communicated to the college community.
  1. The Information Technology Services Department(ITS), upon notification of budget approval by the CTC, will coordinate with the Procurement department for the purchase of equipmentin compliance with the college procurement policies and procedures. Technology covered by this policy must be approved by CTC prior to purchase.Equipment will become part of the college’s inventory and will be assigned to users according to the CTC allocation plan.
  1. All software must be purchased through the College’s Procurement department in accordance with college procurement policies. Software acquisition is restricted to ensure that the college has a complete inventory of all purchased software and can register, support and upgrade such software accordingly. Software may not be purchased through petty cash, direct pay, credit card or employee reimbursement. All college software (initial and upgrades) shall be delivered directly to the Procurement department. The software is inventoried and the ITS Department will assign a work order to install the software. The Procurement department maintains the master media and documentation. Manuals and/or documentation may be signed out on a temporary basis.
  1. Throughout the year, new technology needs may arise that could not be anticipated during the budget process. CostCenter Managers should document these needs as they arise and forward them to the Director, Information Technology Services Department or the Business Manager, Information Management Team. CTC will review and prioritize these requests. Items may be recommended for purchase, if funds can be identified, or held for inclusion in the next budget process.

For more information contact: ITS Director, ext. 7720

REV: 12/06

DAT: 8/96