IT Procurement Policy

1. Introduction

1.1 Purpose of Policy / Procedure or Guideline

The aim of this document is to outline the policy and procedures related to the procurement of IT related Equipment , whether Hardware or Software and Services at SVV. The policy aims to ensure that all purchases of these items are subject to a thorough evaluation of all of the implications of the purchase, including support, maintenance, integration with existing systems.

ITS resources require on-going investment of professional time and effort, and financial resources in order to perform acceptably. The total expense to acquire and operate IT equipment typically involves much more than the initial purchase price of hardware or software. The collective costs of running a computer system over its lifespan can include network connections, license renewals, software upgrades, AMC and IT support. ITS is responsible for maintaining the SVV network, servers, workstations, and peripherals to ensure that quality is maintained at reasonable cost

A centralized IT procurement procedure benefits SVV by providing:

brand and model standardization where appropriate.
a campus-wide inventory of hardware and software to facilitate effective planning, maintenance, upgrades, and disposal.
pricing advantages obtained through volume purchasing and working with preferred vendors.
license compliance for software purchases.
hardware and software with a known "support state" at the time of purchase.
ensure compatibility with the current systems, policies and security needs.
ensure non duplication of sharable items.

1.2. Scope

This policy applies to all staff involved in the procurement of IT hardware, software and services within SVV.

1.3. Definition

IT equipment means desktop computers, iPad, laptops, smartphones, servers, monitors, printers, audio-visual equipment, software, network equipment, telecommunication equipment and CCTV but excludes IT consumables such as printer cartridges.

1.4. Roles & Responsibilities

The policy will be implemented by SVV-IT , Purchase and Finance Departments.

2. Policy / Procedure / Guidelines

2.1. All requests for purchasing of equipment or software, whether as individual items or as part of a larger project, must be sent to the ITS who will process the request as per the ITS process in collaboration with the Purchasing Department, which has the final responsibility and authority for vendor selection and all purchasing decisions.

2.2. All requests for purchases of IT hardware, software and related equipment by institutes / users must be supported by a valid business case and put in specified format by head office with admin and budget approval.

2.3. All IT hardware, software and related equipment shall be purchased on behalf of the Institutes by ITS using the appropriate procurement process. All IT orders shall be discussed with the local Institute/Department IT Services Team Leader (or his representative), who will provide advice on procurement related issues.

2.4. ITS will make a decision whether to approve, decline or amend the requirements for the purchase of the equipment.

2.5. If equipment or software is declined or changed, ITS will provide a brief explanation to the requesting manager for the decision; ITS will keep the customer informed of the decision and the outcomes if ordered.

2.6. If the equipment is approved or changed in communication with institute’s ITS, then ITS & Purchase teams will order the equipment directly with suppliers.

2.7. The ITS Department has a standard set-up procedure for new hardware, software and systems. This procedure ensures the equipment is configured correctly and that all IT security measures are addressed. This includes the set up of passwords, anti-virus software and licenced OS.

2.8. ITS shall manage purchasing contracts to ensure best Value for Money in the procurement of all IT related hardware, software and equipment.

2.9. Coordinating the annual preparation of the ITS capital expenditure budget in consultation with CFO, heads of the institutions and equivalent.

2.10. Ensuring that the cost of ITS capital equipment purchase can be met within the approved annual budget.

2.11. ITS committee is responsible for

2.12. Any equipment purchased must be recorded on the fixed asset register by the respective institutes.

2.13. Before purchasing a replacement for an existing item of ITS capital equipment, staff must ensure that the item being replaced is recorded on the Fixed Asset Register and is flagged on the Register as being eligible for replacement through the ITS capital expenditure budget.

2.14. ITS will keep the requesting manager/ department / designated staff member informed of the order status. Requesting manager will arrange an installation time based on current priorities.

2.15. ITS capital equipment from the ICT capital expenditure budget is eligible for replacement in accordance with the replacement cycles set out below:

all desktop computers (including laptops): 5 years
servers: 5 years
Network & Firewall equipment :5 years

3. Management and security of ICT capital equipment

3.1 Deans, Heads or equivalent are responsible for ensuring that appropriate processes are in place in their areas of responsibility so that:

the correct asset labels are affixed to all ICT capital equipment
the location of ICT capital equipment is recorded using the software tools provided by ITS
the disposal of any ICT capital equipment is in accordance with the ICT Capital Equipment Guidelines and the Provision of Computers for Staff and Recycling and Disposal of University Computer Equipment Policy.

3.2 When faults occur with ICT equipment outside the warranty period, maintenance and repair costs must be covered by respective institute.

4. Non-Standardized IT Resources

It is acknowledged that standardized IT resources will not meet the needs of all faculty, staff, and administrators. These situations may require specialized or customized equipment. Reasons might include:

Specialized software determining the choice of hardware.
Special performance requirements.
Faculty whose teaching and research responsibilities require an alternative to the standard configuration
Administrators and staff whose specific technical, environmental, or functional job responsibilities require an alternative to the standard configuration.
Non-standard equipment should be exceptions, and justification for the need of the equipment must be documented by the department to ITS. ITS will procure the requested non-standard equipment on behalf of the user once approval is received from the appropriate departmental and financial managers. ITS will make every reasonable effort to support non-standardized equipment, but this support may be limited.

4.1. Standardisation

IT Services shall construct and maintain a list of standard supported hardware and software, which is recommended for use within SVV.
The list of standard supported hardware and software will form the basis of the purchasing contracts managed by IT Services.
The list of supported hardware and software shall be reviewed at least annually.
Any requests for products which are not on the list of standard supported hardware and software shall be subject to a comprehensive evaluation of the business case, taking into account all of the support and maintenance implications and all associated risk factors.

4.2. Support

IT Services shall provide advice and support for all products on the list of standard supported hardware and software.
IT Services shall negotiate with a purchase team & concerned coordinator from institute and obtain support and maintenance contracts for all products on the list of standard supported hardware and software.
The support and maintenance arrangements for non-standard products must be agreed with IT Services before any such products are purchased.
Staff members are limited to a single desktop PC except where individuals need to be out of the office for periods of time then a laptop can be provided instead of the normal desktop PC.

4.3. Risk

In evaluating all purchases of IT hardware, software and related equipment, IT Services and the Finance Division shall conduct an assessment of all associated risks, including contractual obligations, on-going financial obligations and any other resource implications.
All such risks identified through this process shall be documented and shall form a part of the support plan for that equipment.