Information Technology Procurement Policy

Approved by the President
6/25/2021

Policy Contact
Chief Information Officer
IT Services
(607) 436-2735
ITS@Oneonta.edu

Category
Business and Finance Policies
Information Technology Policies

Policy Statement

This policy establishes guidelines and procedures for purchasing information technology hardware, software and services to ensure compliance with all applicable NY State, SUNY and campus policies; compatibility with Oneonta systems, and adequate resources for implementation and ongoing support.

Rationale

Technology is expensive and critical to the mission of SUNY Oneonta. Information must be secure, accessible, and sustainable. Therefore, this policy requires the approval of the CIO or designee for information technology purchases.

Applicability of the Policy

This policy applies to the acquisition of information technology (hardware; software; cloud or externally hosted systems, software and services) using institutional, Research Foundation and any grant funds regardless of whether it is a fee-based purchase or zero-dollar acquisition (provided for free but requiring agreement to terms and conditions).

Policy Elaboration

In collaboration with the Research Foundation, Travel and Procurement, and other departments, Information Technology Services will review technology purchase proposals. Travel and Procurement and the Research Foundation will not process purchase requisitions without approval of the CIO or designee. The review will consider:

Integration with and effective operation within SUNY Oneonta’s IT environment;
Applicable security and accessibility policies;
Whether needs can be met by resources already in place;
Availability of funding for initial purchase as well as costs of ongoing replacements, upgrades, license renewals, etc.;
IT capacity for implementation, support, maintenance, network connectivity, and life cycle replacement.

Definitions

Cloud-based or Externally Hosted Systems - include, but are not limited to, any server or storage hosted outside of SUNY Oneonta’s data center infrastructure. Cloud-based or externally hosted software and services include, but are not limited to, any software application or service that is hosted outside of SUNY Oneonta’s data center infrastructure.

Departmental/Enterprise Software - is any software that will be housed on a SUNY Oneonta server or more than one desktop computer. Usually, this type of software is multi-user, but it can also be dedicated for a specific business practice or purpose.

Hardware – includes but is not limited to desktop and laptop computers, peripherals, external storage drives, servers, tablets/PDAs, monitors, printers, plotters, scanners, projectors, multi-media players, flat panel displays/televisions, fax machines, phones, cameras, network devices and discipline-specific equipment with computer or network interfaces.

Research Foundation Technology - includes any software, project specific computer for data analysis, field collection device or hand-held device for project communications.

Software - includes but is not limited to any software application that is loaded on SUNY Oneonta-owned technology hardware (desktops/laptops/tablets) or used in the cloud.

Procedures

Research Foundation Technology Purchases

IT purchases funded by external grants require approval from the Research Foundation Fiscal Officer and are subject to Research Foundation purchasing standards, agency terms and conditions, and the approved scope of work. (Please see Research Foundation Purchasing Policy). Any technology that connects to the Oneonta network, integrates with other Oneonta technologies, or needs ongoing maintenance and support requires discussion with the CIO (or designee) and Research Foundation personnel prior to purchase.

SUNY Oneonta Technology Purchases

All other IT related purchases need the approval of the CIO (or designee), except as noted below. Procurement and Travel will not process purchase orders for technology that do not have accompanying written or electronic approval from the CIO (or designee).
Technology purchases must not be made with campus-issued procurement cards without advance approval from the Procurement and Travel and written or electronic approval by the CIO (or designee).

Exempt Purchases – Low cost, single user items such as mice, keyboards, monitors, speakers, USB thumb drives, CD/DVDROM, webcams etc. do not require prior approval to purchase. However, check with IT Services to see if they can provide the item at no cost to the department or if you need to verify compatibility with your system.

Hardware Purchases – Information Technology Services maintains a list of standard hardware. To request standard hardware, please review the online procedure and form. If you do not see your item on the list of standard hardware, please select other and describe your request. After submitting your request, IT Services will consult with you to ensure proper standards, security, interoperability, accessibility, and support options are discussed; confirm whether schedule of implementation is attainable; and estimate costs.

Printers – SUNY Oneonta will not approve the purchase of any printers for individual use. If you have a special case to be considered, please complete the Office Print Exception request form, and provide justification.

Software – Desktop/Laptop/Tablet and Cloud Software Purchases: Information Technology Services maintains a list of standard software applications. To request standard software applications, please use the Request for Software form. If you do not see your item on the list of standard software, please use the Request for Software form and write your item(s) in the “Other” category. After submitting your request, IT Services will consult with you to ensure proper standards, security, interoperability, accessibility, and support options are discussed; confirm whether schedule of implementation is attainable; and estimate costs.

Departmental/Enterprise Software Purchases – Prior to acquisition and initiation of purchasing processes, Information Technology Services must be included in review of any departmental/enterprise software (whether hosted on desktop computers or a server) to ensure security and support standards, interfaces with other technologies, licensing compliance, appropriate schedule of implementation, etc. intended for use by multiple users or departments. This includes both fee-based and zero-dollar software. Contact Information Technology Services before pursuing any vendor discussions.
Cloud or Externally Hosted Systems, Software and Services Purchases: Prior to acquisition and initiation of purchasing processes, Information Technology Services must be included in the review of any cloud or externally hosted systems, software, and services to ensure they meet security and support standards, interface with other technologies, licenses are in compliance, schedule of implementation is attainable, etc. This includes both fee-based and zero-dollar services. Contact Information Technology Services before pursuing any vendor discussions.
Post-Approval Purchasing Procedures: As a New York State agency, SUNY Oneonta is required to follow State laws related to procurement. Depending on the value and scope of the purchase there may be advertising and formal bid procedure requirements. Procedures may include: Requests for Information, Requests for Proposals, or Invitations for Bid. Additionally, SUNY has participation goals for Minority and Women Owned Businesses. A preliminary review by Procurement and Travel will help determine if any of these requirements are relevant to your request.

When to Follow These Procedures
Purchases of the following must adhere to the procedures above:

hardware that connects to the campus data network, either through Wi-Fi or a wired connection;
software that will be installed on multiple computers or will integrate/share data with campus systems including but not limited to: Banner, Single Sign On, Servers, Computer Labs;
any cloud-based service or software that will be used to store, transmit or manage SUNY Oneonta data
discipline-specific equipment that has an IT component (ex: hardware with computer interfaces, subscriptions to services or online databases).
any device or service that processes credit card purchases or collects payments

Forms

All related forms are to be listed here. If the forms are web-based, this section of the policy will link to the form.

Contacts

Questions related to the daily operational interpretation of this policy should be directed to:
Chief Information Officer
IT Services
(607) 436-2735
ITS@Oneonta.edu

Effective Dates

Approved by Cabinet on 5/7/2021
Approved by the President 6/25/2021