Revised 1/15/07

To state the authority, responsibility, and duties of the Vice President for Information Technology with regard to acquisitions of computer hardware, software, consulting services and/or information technology services.

DEFINITIONS:
     
Acquisition:  The act of coming into possession.  To gain, procure, secure or obtain. Includes but is not limited to finding, buying, renting and leasing as well as accepting as a gift or donation.
       
Dedicated:  Set apart and devoted for its expected life, to the single purpose of support of an item of research equipment.
         
Embedded:  Set within an item of research equipment in such a way as to render itself useless if removed from the research equipment.
       
Pre-approved Acquisitions:  Recommended products/services, conforming to prevailing technical specifications and Purchasing Department policies.
     
Waiver:  Properly executed Computer Products/Services Waiver Letter acknowledging the prevailing recommendation and the decision to acquire alternative products/services.

POLICY:

    1.  Acquisitions of computers will be performed expeditiously and within the constraints imposed by federal, state               and local laws and regulations, Business Services Policy BSJ015 (Competitive Bids), as well as prudent                       management.

    2.  Acquisitions of embedded or dedicated computers, peripherals and software associated with a single item of               research equipment will be justified and approved in the same manner as for any other item of research                         equipment.

    3.  Acquisitions covered by this policy are:

              a.  Type A: free standing and/or general purpose computers and computer peripherals.

              b.  Type B: computer software and/or consulting agreements (whose subject is or includes computers,                                  peripherals, software and/or software development),  and information technology services.

    4.  The review and approval of the Vice President for Information Technology will be required for Type A and B                       acquisitions if their costs exceed the limits specified within this policy.  Appendix A contains the documentation             required for the review and approval by the Vice President for Information Technology.

    5.  Information Technology will maintain a list of pre-approved products/services  that conform to recognized industry standards,                have a high market share, and/or are compatible with the technological direction of the University.

    6.  Acquisitions of products/services not on the pre-approved list when approved alternatives are available must be accompanied by the Computer Products/Services Waiver Letter (Appendix B).

PROCEDURE:

    1.  Acquisitions of Types A and B pre-approved computer products/services:

              a. which in aggregate do not exceed $30,000 shall not need the approval of the Vice President for Information                     Technology

              b. in excess of $30,000 shall comply with the review and approval process detailed in Appendix A.

    2.  Acquisitions of computer products/services not on the pre-approved list when a suitable pre-approved product               has been defined:

              a. whose aggregate cost is less than $7,500 for Type A products, or whose aggregate cost is less than $5000                   for Type B   products/services, must be accompanied by the Computer Products/Services Waiver Letter                           (Appendix B)

              b. whose aggregate cost is $7,500 or more for Type A products, or whose aggregate cost is $5000 or more for                   Type B products/services, shall comply with the review and approval process detailed in Appendix A, and                         must be accompanied by the Computer Products/Services Waiver Letter (Appendix B).

    3.  Acquisitions of Type A computer products for which there is no defined pre-approved alternative and whose                     aggregate cost (including all items under consideration) is $7,500 or more, shall be subject to the review and               approval of the Vice President for Information Technology (Appendix A).

    4.  Acquisitions of Type B computer products/services for which there is no defined pre-approved alternative and                 whose aggregate cost (including all items under consideration) is $5,000 or more, shall be subject to the review           and approval of the Vice President for Information Technology (Appendix A).

    5. Summary of Requirements for Acquisition of Computer

      Products/Services:

  Type A Products
                            Less than         $7,500-          More than
                              $7,500           $30,000           $30,000
                          —————————————————————————————————
   
  Pre-Approved         No Approval     No Approval     VP Approval
   
  Not Pre-approved         Waiver           Waiver             Waiver
  (a pre-approved                         VP Approval     VP Approval
  alternative is
  specified on list)
   
  Not Pre-approved     No Approval     VP Approval     VP Approval
  (no pre-approved
  alternative is
  specified on list)
   
   
   
  Type B Products/Services
   
                            Less than         $5,000-          More than
                              $5,000           $30,000           $30,000
                          ————————————————————————————————-
   
  Pre-Approved         No Approval     No Approval     VP Approval
   
   
  Not Pre-approved         Waiver           Waiver             Waiver
  (a pre-approved                         VP Approval     VP Approval
  alternative is
  specified on list)
   
  Not Pre-approved     No Approval     VP Approval     VP Approval
  (no pre-approved
  alternative is
  specified on list)

No Approval = No approval needed from VP Information Technology
VP Approval = Approval needed from VP Information Technology

                  (Appendix A)
Waiver = Computer Products/Services Waiver Letter Needed (Appendix B)

APPENDIX A

Acquisitions subject to the review and approval of the Vice President for Information Technology must document:
    1.  that the proposed computer or software has been benchmarked against

      typical computational loads or system needs that it will be subject to

      in proposed usage
    2.  that multiple vendor offerings have been considered (see Business

      Services Policy J015, Competitive Bids)
    3.  that an adequate software and software support plan exists
    4.  a plan for integrating the new computer system or software acquisition

      into the overall computer architecture of the department, school or

      other University component, sponsoring the acquisition
    5.  that the proposed computer system or software acquisition will satisfy

      the computing requirements of the department, school or other

      University component which is sponsoring the acquisition, for a period

      of four to seven years
    6.  the economic support plan which demonstrates an ability to satisfy

      reasonably predictable operating and site preparation costs
    7.  an impact analysis relative to the work load and operating costs of

      other department, school

APPENDIX B

To:    Vice President, Information Technology

From:

Subject:  Computer Products/Services Waiver Letter
          for Acquisition of Hardware/Software
          “Business and Finance Policy F005”

I understand that the list of vendors and product lines for computer products/services recommended by the Department of Information Technology can be found here:

http://www.miami.edu/it/policies/Approved_Products_List.pdf
I understand that departments seeking to purchase computer equipment that is not on the pre-approved list when a recommended alternative is available must submit this waiver letter.

In doing so, I acknowledge the contents of this waiver and express my desire to proceed with the non-recommended purchase.
I understand that:

    Vendors and product lines are chosen based on industry recognized
    leadership, stability, reliability and compatibility.  The number of
    recommended vendors are limited to minimize the cost of complex
    multi-vendor technical support and to maximize the savings of larger
    volume purchases.  It is also impractical (based on limited resources
    being appropriately used) for the university to validate the
    reliability of every computer manufacturer or broker who assembles
    PCs.
    Some of the criteria used in assessing vendor and product reliability
    and value are:
      UL approved - required
      Energy Star compliance - recommended
      Recently acknowledged by trade press as a leader - recommended
      Recently approved by independent testing lab or service -
      recommended ISO certified vendor - recommended
      Gartner Group upper tier - required, as appropriate
      Top 3 manufacturers by sales and volumes - recommended
    There is no claim of lack of fitness or reliability being made
    concerning products and vendors not recommended by the Department of
    Information Technology.  However, when such risk is encountered,
    departments assume responsibility associated with deficiencies in
    compatibility, serviceability, reliability and safety and will be
    held financially responsible when costs are incurred because of this
    selection.

My signature below acknowledges the recommendation and yet I have decided to proceed with and assume responsibility for the alternate selection(s) as found in the purchase requisition(s) listed below.
——————————————————————-      —————————
(signature, account signatory)          (date)
——————————————————————-      —————————-
(printed name)                            (account)

——————————————————————————-
(purchase requisition order/number[s])

do not write below this line—IT use only
—————————————————————————————————————————-
products/services group     qty   alternate products/services

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