Technology Procurement Process
There are several aspects to procurement: Refresh, Budget, and Projects.Refresh Policy - Summary
All computer updates are governed by the “Refresh Policy". This policy states that if the University is financially able, it will replace each desktop computer every three (3) years and laptop computer every two (2) years. The CIO will provide the Vice President’s with the Refresh list in March/April of each year. IMT staff will then work with the Deans and Executive Directors, where these computers are located, to determine the best time to replace the computers. Laptop computers will be replaced at the beginning of the school year with all laptops being replaced by October 15th.Other Factors
There are classroom, lab, and faculty/staff computers that may need an update before the computer becomes 3 years old. When a refresh has been approved by the University Information Management Committee, the computer currently in use (not yet 3 yrs. old) is moved to a station that has a 3 yrs. old computer and does not require a new one. IMT will strive to keep this move within the same work-group/department whenever possible. When a refresh occurs, each computer purchased entails a minimum of two computer relocations.When a work-group/department wants to change platforms (i.e. from MAC to PC's), this change is included in the refresh. In the case of a Mac to PC switch the Mac's need to reach the four-year limit. At times the switch can occur when only 1/2 of the computers have been in use for four years. This type of refresh can occur when the computers can be utilized in another department, and are more up-to-date than that department's computers. The IMT Staff will work with the department chairs for the best timing and placement. At times training must be included.
Other items to keep in mind:When a department is assigned a new position, that new position is entitled to a computer. It may or may not be a new one. The department chair can decide whether another user, or the employee in the new position, would better utilize the new unit. Replacing the oldest third of computers often means that only a few computers will be replaced in a work-group. When a platform switch is made it is very important to keep the whole work-group on the same platform.
Overall Technology Procurement Process
The University has two processes that give departments an opportunity to ask for changes:BUDGET PROCESS:
All purchases of Information System based hardware, software and services will be requested through IMT Support Desk. Hardware, software and service needs will be routed primarily through the refresh process. Requests that are outside of the purview of the refresh will be placed into the IMT Project Management Process, where each request is analyzed and reviewed. If the requesting department does not have budget to procure the requested hardware, software or service, the department must take their request to the Stewardship Committee for approval. Funds for such projects come from the current year's operations surplus.PROJECT PROCESS (Outside of the Budget Process):
When special needs arise, requests can be made by completing the Extra Budget Technology Request Form, located on the IMT web page. Each request is individually reviewed by IMT. The university attempts to process most requests through the normal budgeting process in order to provide greater accountability and planning. However, very limited funds are used for emergency requests for needs in which long-range planning was not possible.Appendix A – Policy Routing
Status: ApprovedEdit Date:
Approved on: November 1, 2000
