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Information Technology & Telecommunications

BPM-1204 Information Technology & Telecommunications Purchases

 

June 15, 2010

PURPOSE

Information Technology (IT) and Telecommunications (Telecom) products, services and systems are vital to the University of Missouri’s teaching, research and business activities.  Coordination of IT and Telecom related purchases is essential to maintaining an environment capable of supporting these activities.  Significant cost savings are also possible by aggregating purchases and avoiding duplication.

The goals of this policy are to ensure IT and Telecom purchases, leases, lease purchases, deployments and consultations meet or exceed each business unit’s objectives for standardization, supportability, sustainability, compatibility and information security requirements, and that they are the best solutions(s) at the best price.  Such acquisitions should be researched and coordinated early in the procurement process with the appropriate business unit’s central IT department.

INFORMATION TECHNOLOGY AND TELECOM PURCHASES

Consistent with BPM 301, all IT and Telecom products and services must be utilized or purchased from the central IT department of each business unit.  Any exception to this requirement must be documented in writing and signed by the Chief Information Officer (CIO) to the specific campus, hospital or System. 

NOTE: Remote offices, such as Extension offices located throughout the State, may be granted an exception to this policy by the MU CIO due to the uniqueness of the services needed and availability in a given geographic area.

All IT and Telecom purchases must be reviewed and approved based on the requirements established by this policy and must meet all other unique IT/Telecom-related requirements and technology standards in place at each business unit.

Business unit’s engaged in patient care activities may place additional restrictions on the type of software authorized for installation on computers and computer-based systems used for patient care.  In such environments, special care must be taken to comply with IT policies and standards specific to patient care environments.

Requests for Bid (RFB)/Requests for Proposal (RFP)

RFBs/RFPs for IT or Telecom related systems or solutions must include specifications and standards, including information security requirements, as established by the central IT department at each business unit.

Commercially Available Desktop Software

Commercially available desktop software is defined as individually licensed software typically purchased for use on a single computer. The University maintains contracts with a variety of software providers, often at significantly discounted prices.  Departments should check with their central IT department to determine if such a contract is in place before purchasing desktop software.

IT Approvals

  1. The business unit’s CIO must approve commercially available desktop software purchases greater than $10,000.
  2. The Vice President for IT must approve commercially available desktop software purchases greater than $25,000.

NOTE:  See BPM 301 – Delegation of Authority for additional approval requirements

Computing Equipment 

Computing equipment includes but is not limited to servers, electronic storage devices, high performance computing systems, and tape back-up systems.

IT Approvals

  1. The business unit’s CIO must approve computing equipment purchases or leases greater than $20,000.
  2. The Vice President for IT must approve computing equipment purchases or leases greater than $50,000.
  3. Patient Care-Related—all purchases or leases of computing equipment/devices intended for use in patient care-related activities or that have access to or facilitate transmission of patient information must be approved by that business unit’s CIO.

NOTE: See BPM 301 – Delegation of Authority for additional approval requirements
            See BPM 306 – Special Purchases for additional information

Consulting Agreements

Consulting agreements are primarily for intellectual activities and involve the provision of specialized expertise and advice.  They include, but are not limited to, guidance through implementation of systems, information gathering to advise regarding future direction, software development/modification, and assistance with unique project.

IT Approvals

  1. The business unit’s CIO must approve all IT-related consulting agreements.
  2. The Vice President for IT must approve all IT-related consulting agreements greater than $25,000.

NOTE: See BPM 301 – Delegation of Authority for additional approval requirements
            See BPM 306 – Special Purchases for additional information

Service and Maintenance Agreements

Service and maintenance agreements involve routine, possibly transaction-based activities in which some expertise may be needed but is widely available on the market.  They include, but are not limited to, agreements for delivery of software packages/applications, IT-based services, and maintenance of IT-based systems.

IT Approvals

  1. The business unit’s CIO must approve IT related service and maintenance agreements greater than $15,000.
  2. The Vice President for IT must approve IT related service and maintenance agreements greater than $25,000. 
  3. Patient Care-Related—all IT related contracts and maintenance agreements, regardless of dollar amount, intended for use in patient care-related organizations or departments or that have access to or facilitate transmission of patient information must be approved by that business unit’s CIO.

NOTE: See BPM 301 – Delegation of Authority for additional approval requirements

Network and Telecommunications Equipment and Services

Data network and Telecom equipment and services includes, but is not limited to, telephone systems, PBXs, voicemail systems, call centers, FAX servers, routers, Ethernet switches, firewalls, intrusion prevention/detections systems, load balancing systems, data loss prevention systems, optical networking equipment, wireless access points/routers, and virtual private networking devices.

IT Approvals

  1. The central IT departments are responsible for providing all Network and Telecom equipment and services for each business unit. The business unit’s CIO must approve all exceptions to this policy. 
  2. The Vice President for IT must approve purchases of Network and Telecom equipment and services greater than $50,000.

NOTE: See BPM 1205 – Telephones and Communication Devices for additional information

Software Applications (Commercial, Custom Developed or Hosted)

A software application is defined as a browser-based or proprietary interface used to allow multiple users or customers to read, access, share, modify, input or retrieve data from a server-based system. Application development is the creation of a custom application specifically for use by the University.  Application hosting exists when vendor maintains the application on its own systems/servers and provides such services to the University or to its customers.

IT Approvals

  1. The business unit’s CIO must approve all purchases of software applications, application development contracts and hosting agreements. 
  2. The Vice President for IT must approve purchases of software applications, application development contracts and hosting agreements greater than $25,000.

NOTE: See BPM 301 – Delegation of Authority for additional approval requirements

Video Conferencing Equipment

Video conferencing equipment installed in a permanent (i.e., non-mobile) configuration must be approved as follows:

IT Approvals

  1. The business unit’s CIO and the Vice President for IT must approve all permanent (non-mobile) video conferencing systems.

NOTE: See BPM 301 – Delegation of Authority for additional approval requirements

Whole Systems 

Whole systems are defined as IT-related systems that include two or more of the IT areas listed in this policy.

IT Approvals

  1. The business unit’s CIO must approve all whole system purchases.
  2. The Vice President for IT must approve whole system purchases greater than $25,000.

NOTE: See BPM 301 – Delegation of Authority for additional approval requirements


IT AND TELECOM APPROVAL - QUICK REFERENCE GUIDE

ItemCIO ApprovalVice President Approval
Commercially available desktop software >$10,000 >$25,000
Computing Equipment
  • Patient Care-Related
>$20,000
All
>$50,000
>$50,000
Consulting Agreements All >$25,000
Service and Maintenance Agreements
  • Patient Care-Related
>$15,000
All
>$25,000
All
Network and Telecommunications Equipment and Services All >$50,000
Software Applications All >$25,000
Video Conferencing Equipment All All
Whole Systems All >$25,000