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3.8.15 Technology Acquisition Coordination Policy

Policy:
All significant purchases, leases, gifts, loans, renewals and contracts for new, used or upgraded Information Technology goods, services and implementations, shall occur in coordination with the Office of Information Technology in a timely manner across the schools and campuses.

Note that the line above is University Institutional Policy and that what follows is University Operational Policy. Both were approved by the Information Strategy and Policy Committee (ISPC) on 12/17/07.

Information Technology (IT) has now permeated virtually every aspect of our academic lives and business processes. Increasing concerns over cost, reliability, security, staffing, business continuity and the management of customer relations is, and will continue to be, moving the various academic and administrative units of the University towards greater interdependence. Individual unit decisions now affect the greater University as never before. We can no longer afford, in terms of dollars, efficiency, or security, uncoordinated action relative to IT. The scope and process of the required policy are outlined below.

Scope:

  1. IT goods and services include, but are not limited to, computers, software, voice, data and video services, cable TV services, mobile phone services, wireless services, voicemail, telephone switch matters or other telephone based service installations or upgrades, IT based administrative services or products, and IT based academic or operational services.
  2. This coordination specifically includes the purchase, lease, renewal or upgrade of any hardware, software or service that might reasonably interface with Banner immediately or in the future as well as any hardware or software that automates or provides administrative functionality.
  3. This coordination specifically includes, but is not limited to, email systems, course management systems, directory services, authentication and authorization services, content management systems, portfolio systems, library systems, web services, and hosting services.
  4. University standards for desktop and server acquisitions fall under the Information Strategies and Planning Committee (ISPC) operational Policy of Technological Diversity and do not require coordination under this policy so long as those acquisition guidelines and established hardware standards are followed. Mass purchases on non-standard desktop equipment need to be coordinated.
  5. For the purposes of this policy, "significant" means goods, services or collections thereof, intended to be utilized by more than one person OR where the cost or value of such is at the Capital level as described in the Business Policies and Procedure's Manual, or above, including applicable taxes and fees OR where such acquisitions require an agreement or contractual arrangement in excess of one year OR any combination of the above.
  6. Regardless of the above, including the exact definition of "significant', the spirit of this policy is expected to be upheld. Acquisitions that potentially affect other systems, business processes, groups or individuals need to be coordinated appropriately. If there is any doubt or to make sure, contact OIT.

Process:

1) Planning and notification is required.

  • a) Proposals or plans for the activities described above must be brought forward to the appropriate Director in OIT, at the time the decision is first made to investigate or pursue, but no less than 30 days before an offer or contract expires, or is scheduled to renew, or the functionality is required. Note that some contracts renew automatically if 30 to 60 days advance written notice is not provided. The preferred methods of bringing plans and activities forward is:
    • i. For schools, to come from the school IT committee, through the Chair, to the Director of Academic Technology Services or Director of Cyber Infrastructure.
    • ii. For the administrative units, to come from the sponsoring unit, through the administrative computing committee structure and/or to the Director of Enterprise Applications.
    • iii. For Athletics, Student Life, or in the case of doubt or the position vacancies and absences, to the CIO for appropriate disposition.
  • b) The appropriate OIT Director and/or the CIO will coordinate, if necessary, with the Information Strategies and Planning Committee, seeking its endorsement and recommendation as appropriate.
  • c) Proper planning is a requirement of these policies. Proposals shall not be brought forward at the last minute, under "emergency conditions," expiring vendor offers or other unrealistic deadlines.
  • d) Prior to execution, all proposals, contracts and licenses that fall under the auspices of this policy are subject to a Security Review by the Information Security Officer, in consultation with Risk Management, as appropriate. As a practical matter, if a proposal is viewed as possibly having security issues, taking it to the Information Security Officer (ISO) first may expedite the process. The ISO will then distribute it to the appropriate OIT Director.

2) Cooperation and timely action is required.

  • a) Coordination is working to the spirit of this policy in good faith, regardless of technicalities.
  • b) The OIT staff and/or the CIO will review all significant IT, contracts, agreements, offers or understandings, before they are acted upon by the requesting unit, school or campus.
  • c) OIT will coordinate all the relevant stakeholders and, as soon as possible within the coordination period, as appropriate, create an institutional view and recommendation.
  • d) It is mandated that all applicable parties will distribute all available information in a timely manner that enables appropriate discussion, investigation of alternatives and testing where applicable.
  • e) Close coordination of Purchasing Departments on the three campuses is necessary, and expected, to assure the success of this policy.

3) Consequences will occur for non-compliance.

  • a) Failure to coordinate IT acquisitions, through commission or omission, in violation of this policy will be handled as prescribed in Pacific's Information Technology Policies under Sanctions.
  • b) Failure by the proposal sponsors to act in the timely manner described above will be grounds for possible rejection of the proposal.
  • c) Failure by OIT to act in the timely manner described above will be grounds for acceptance of the proposal following consultation with the CIO, Provost and appropriate Vice President.