2.14.1—Procurement of Information Technology Equipment, Software, and Consumables

Effective: 08/23/2011
Senate Proposal: No
Responsible University Officer: Provost and Senior Vice President for Academic Affairs
Responsible Office: Information Technology

Introduction

A centralized Information Technology (IT) procurement procedure benefits Michigan Tech by providing:

• Brand and model standardization where appropriate
• Campus-wide inventory of non-capitalized hardware and software to facilitate effective planning, maintenance, upgrades, and disposal
• Pricing advantages obtained through volume purchasing and working with preferred vendors
• License compliance for software purchases
• Ensures hardware and software will be compatible with IT infrastructure

Process

When a department decides to purchase IT equipment, software, and/or consumables, the first step is to determine if IT involvement is necessary. See Requirements section of IT Procurement policy.

If the purchase does not meet any of the requirements:

Continue with the purchase following the University purchasing policy and procedures.

If IT involvement is required:

1. Contact IT by submitting a ServiceDesk request to it-help@mtu.edu or 906-487-1111 to start the review process.
2. After review, the customer will be informed if IT needs to complete the purchase or the purchase can be made departmentally/personally.
   1. IT purchase
      1. IT will work with the University Purchasing Office to procure the item(s).
      2. Upon receipt, the item(s) will be configured, delivered, installed, and tested by IT personnel.
   2. Departmental/personal purchase
      1. Follow the University purchasing policy.
      2. To provide verification that the item was reviewed by IT, the ServiceDesk ticket number must be provided in the description entered as SDXXXXXX.
      3. If it is a recurring charge on a purchasing card, use the same number each month.
      4. If the item is a trackable asset, IT inventory and receiving will reach out to the customer after delivery to collect all necessary data and install the IT service tag.
      5. Once complete, the initial ticket will be closed.

Related Information

All IT equipment purchased with University funds remain the property of the University until the disposal and media destruction procedure outlined within the University's Information Security Plan is completed.

Board of Trustees Policy

• 11.11 Disposal of Surplus Property
• 11.13 Signing Contracts and Other Legal Documents

University Policy

• 1.09 Information Security Compliance
• 2.10 Selection of Vendors
• 2.11 Approvals for Purchases
• 2.14 Information Technology Procurement

Additional Resources

• Michigan Tech Information Security Plan
• Michigan Tech Data Sanitization Standard

Revisions