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.
2. Cost Center 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.
3. The CTC will prepare a recommended allocation plan based on their needs
assessment and, with assistance from the Budget Department, 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.
4. The Information Technology Services Department (ITS), upon notification of budget
approval by the CTC, will coordinate with the Procurement department for the
purchase of equipment in 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.
5. 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.
6. Throughout the year, new technology needs may arise that could not be anticipated
during the budget process. Cost Center 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