Hardware and Software Procurement Policy

Purpose:
This document defines the process through which institutional hardware and software purchases are made. The purpose of this policy is to ensure the safety and reliability of university systems and data.

Scope:
This policy applies to any purchases of hardware or software using university funds.

Policy:

  1. IT Involvement:

    1. Software purchases require IT involvement if any of the following are true:
      1. Assistance will be required to install or implement the software.
      2. Software or data used by the software will be stored on an internal server.
      3. Software will use and/or store data other than “Directory Information” as defined here.
      4. Software or hardware will require campus credentials  (Active Directory or Single Sign On) for authentication.
      5. Software or hardware will be made generally available to students and/or employees.
      6. Integration with other campus systems is required.
      7. Ongoing support from IT is expected.
    2. Purchases of the following hardware require IT involvement and approval of the appropriate Dean or Vice President:
      1. Desktop or laptop computers.
      2. Tablets.
      3. Any individual piece of hardware with a purchase price greater than $1000.
    3. Purchases of permanently mounted hardware require IT involvement. IT will coordinate installation through GFU Plant Services.
    4. Purchases of peripherals (hard drives, adapters, mice, keyboards, etc) require IT involvement if there is an expectation of future support. IT involvement is always recommended to ensure device compatibility and best pricing.
    5. As needed, IT will draft a statement of work that outlines:
      1. Requirements for implementation of the hardware or software.
      2. Expected milestones and timelines.
      3. Levels and expectations for post implementation support.
    6. IT generally does not support hardware and software that have been purchased without IT involvement. Support for such systems would be best effort and only as time allows.
  2. Accessibility:

    1. Software and non-peripheral hardware purchased by the university should consider accessibility as a factor in purchasing decisions.
    2. Hardware or software purchased by the university should comply with one or more of the following standards as evidence of accessibility:
      1. Section 508 of the Rehabilitation Act
      2. W3C Web Content Accessibility Guidelines (WCAG) 2.0
    3. As part of the purchasing process, the vendor should supply:
      1. A valid Voluntary Product Accessibility Template (VPAT)
      2. Another statement by the vendor that provides an evaluation of the product’s accessibility.
    4. The office making the purchase will provide to IT:
      1. Documentation regarding accessibility supplied by the vendor.
      2. A list of any exceptions to the above accessibility standards identified in the vendor documentation.
    5. In the event that no suitable product is found that meets minimum accessibility requirements, a description of the reason the product was selected will be submitted to IT.  IT will store this documentation for the duration the product is in use.

 

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