NUMBER:   IT 1.00 (formerly DLIS 1.00)
SECTION:  Information Technology    

SUBJECT:  Information Technology Resources Procurement              

DATE:     February 1, 1995
LATEST REVISION:  March 6, 2002
                  
Policy for:  All Campuses
Procedure for:    All Campuses
Authorized by:  William F. Hogue
Issued by:      Office of Information Technology

________________________________________________________________

 I.    Policy
The University Computer Policy Committee has adopted the
procedures  described below to ensure that the University
complies with the Model  Procurement Code regulations governing
expenditures by State agencies for  technical resources.  The
Information Technology Policy and Management Office is  required
to approve all expenditures of University general funds or
external  grants or contract authority for information technology
resources (computing,  communication and office equipment and
software).  

II.    Procedure

A.     Expenditures of University General Funds

       1.   To expedite approvals of requests, staff members should seek
            assistance from Computer Services or other qualified persons
            on campus in preparing their Purchase Requisitions for
            expenditures on information technology hardware and
            software.
  
       2.   Purchase Requisitions for such expenditures should go
            through normal channels from the department head through to
            Computer Services.
  
       3.   Requests which exceed $2500 should receive appropriate
            approvals before going to Computer Services.  

4.     Computer Services will review Purchase Requisitions to
       ensure both the technical adequacy of the proposed
       expenditure and compliance with the Model Procedurement Code
       regulations.  They may refer  proposals to appropriate
       committees.  After review, they will send proposals to the
       Purchasing Department.  

       B.   Grants and Contracts

1.     Proposals

  a.   The Office of Contracts and Grants Accounting should
       submit any grant or contract proposal which includes
       expenditures for information technology to the Computer
       Services Division for review to ensure both the
       technical adequacy of the proposed expenditure and
       compliance with Computer Systems Management Office
       standards and regulations.
  
            b.   Computer Services Division will advise the staff of the
                 Office of Contracts and Grants Accounting regarding the
                 type of information which must be contained in both the
                 narrative and the budget of grant or contract proposals
                 in order to meet Model Procurement Code standards and
                 regulations.
  
            c.   The Vice President for Research will not approve
                 proposals involving information technology expenditures
                 unless the  proposal has the approval of the
                 appropriate Computer Services Division staff.  

2.     Purchase Requisitions

  Once the grant or contract has been awarded, Purchase
  Requisitions for grant and contract authority for computing
  resources should be routed through the following channels:  

  a.   The Purchase Requisition should be submitted through
       normal channels from the department head through to the
       Contracts and Grants Accounting section to the
       Controller's Office.  


b.     The Contracts and Grants Accounting section should route Purchase
Requisitions for computing resources to Computer Services
Division for final review by their staff to ensure both the
technical adequacy of the proposed expenditure and compliance
with Model Procurement Code standards and regulations.  

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