HomeMy Public PortalAbout754.1 - Business and Financial Services - Information Technology - Requests for Computer EquipmentCity Clerk/General Administration Department
Technology Management Division Section 754.1
754.1 .SUBJECT: ..REQUESTS FOR COMPUTER EQUIPMENT
:1. OBJECTIVE:
A. To describe the procedure necessary to request and obtain computer hardware, software,
and associated peripheral equipment;
Ensure computer hardware, software, and associated peripheral equipment requests are
consistent with the overall direction of Citywide technology.
:2 AUTHORITY:
This procedure amended by City Council September 15, 2003.
:3. DIRECTION:
Chief Information Officer, , serves at the pleasure of, and receives direction from the City
Clerk/General Administration Department Director.
:4 METHOD OF OPERATION:
A. Definitions
1. Process Control Computer - Computer hardware, software and associated
peripherals that are used for the sole purpose of controlling or monitoring
operational machinery. These computers are directly connected to or are an
integrated part of the machinery they service. Examples of this type of
equipment would be computers that control wastewater processes, traffic signals,
medical equipment, irrigation systems. All other computers are defined as non-
process control.
2. Technology Management Supported Products - The Technology Management
Division maintains a list of computer hardware, software and associated
peripherals that have been established as standards for the City. These products
are consistent with the overall technical direction of the City for implementation
of its information systems.
B. General
1. This procedure applies to all requests for non-process control computer
hardware, software and associated peripherals.
2. Requests for new process control computers will be reviewed by the Chief
Information Officer and will follow standard purchasing procedures.
C. Hardware/Software/Associated Peripheral Equipment Purchased on a Program Credit
Card.
1. Under certain circumstances, when purchasing hardware/software/associated
peripheral equipment from the Technology Management Supported List, a
Technology Management Equipment Request Form may be used in accordance
with Accounting Procedure 412.3, using the special account designated for that
purpose.
Policies and Procedures Manual Page 1
City Clerk/General Administration Department
Technology Management Division Section 754.1
Policies and Procedures Manual Page 2
2. The Equipment Request Form must be initialed by the Chief Information Officer
or designee prior to the purchase. Any need for installation assistance should be
coordinated at this time.
3. When the equipment is received, the specific details (e.g., serial numbers, to what
machine it is attached) must be communicated to Technology Management by
the receiving department/office/Division for inventory purposes.
D. Purchased on Program Credit Cards.
1. All items that are not on the Technology Management supported list or which
exceed the FPO cost limit must be requested as follows:
a. Requests for computer hardware, software or peripheral equipment -
must be submitted on a Technology Management Equipment Request
Form and forwarded to the Technology Management Coordinator, who
in cooperation with the requestor, will conduct an analysis that
specifically outlines the hardware/software/peripheral configuration
needed, cost, cost vs. benefit analysis, and justification in accordance
with internal Technology Management procedures.
b. The requesting department will approve the justification and benefits.
Technology Management will approve the technical direction and
confirm costs.
c. The analysis is then forwarded to Management and Budget for funding.
Any funding and/or justification issues must be resolved between the
requesting department and Management and Budget prior to proceeding.
d. Once funding has been obtained, the requesting department is
responsible for coordinating the purchase of equipment with Purchasing.
When the equipment arrives, the client will coordinate the installation of
equipment with Technology Management.
:5 FORMS:
As referenced herein.
:6 COMMITTEE RESPONSIBILITIES:
None.
:7 REFERENCE:
This procedure adopted by City Council December 9, 1991, Item 6NN; amended June 14, 1993,
Item 4-Q; amended March 20, 1995, Item SS; amended August 31, 1998, Item 3K; amended
April 3, 2000, Item 2PPP; amended September 15, 2003.
:8 EFFECTIVE DATE:
This procedure effective September 15, 2003.