computer equipment acquisition

8/12/2019 Computer Equipment Acquisition

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Computer Equipment Acquisition 239139053.doc

Table of Contents

1 OBJECTIVE.............................................................................................................3

2 DEFINITIONS..........................................................................................................3

3 SCOPE....................................................................................................................3

4 BACKGROUND........................................................................................................3

5 INFORMATIONTECHNOLOGYCOMMITTEE(ITC)............................................3

6 COMPUTEREQUIPMENTREPLACEMENT..............................................................3

7 ADDINGOFCOMPUTEREQUIPMENT....................................................................3

8 ANNEXA COMPUTEREQUIPMENTPURCHASEREQUESTFORM....................3

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number of computer equipment "belonging to the same operational area&. The practiceat times has resulted in replacing the ne'est e1isting computer equipment 'ith the onepurchased. The #domino effect% is the consequence of the unnecessary e1tension ofthis procedure to the rest of the computer equipment e1isting in the operational area. Allof these transactions generate unnecessary direct costs that are often not perceived by

the operational areas.

2n order to resolve the issues listed above+ and to regulate demand+ increase cost efficiency+simplify administrative procedures+ and e1pedite processing of requests+ it is necessary toestablish a S$!AS5'ide policy under the oversight of SA3$-!2TS+ 'hen consideringcomputer equipment acquisition.

5 INFORMATIONTECHNOLOGYCOMMITTEE(ITC)

The 2T is hereby established. 2t is headed by the Secretary for Administration and 3inanceand integrated by the -irectors of the -epartment of 3inancial and Administrative 6anagement

Services "#-3A6S%& and the !ffice of /rocurement Services "#!/S%&. Additional members maybe included at the discretion of the Secretary for Administration and 3inance.

The 2T7s technical secretary is the -irector of SA3$-!2TS+ 'ho sit in on all meetings andprovide technical advice to the 2T.

The 2T7s responsibilities are to(

8nsure the implementation of this policy.

8nsure compliance 'ith published technology standards+ as set by SA3$-!2TS and

published in !ASonnect.

8nsure availability of funds for the purchase of computer equipment by any and all

operational areas. evie'+ approve or reject the requests of additional computer equipment submitted by

the operational areas.

ecord all decisions and e1plain these to the requesting operational areas.

/ursuant to this policy+ each operational area must see* the approval of the 2T prior to theacquisition of any computer equipment by submitting their computer equipment request to the2T for evaluation and clearance "See the #omputer 8quipment /urchase equest 3orm% in

Anne1 A&.

The 2T shall promptly convene to consider all such requests+ and shall respond to all requestsin 'riting 'ithin a reasonable time frame that cannot e1ceed t'o 'ee*s from the time of the

request.

6 COMPUTEREQUIPMENTREPLACEMENT

The replacement of computer equipment 'ill be done in a planned and centralized 'ay bySA3$-!2TS+ according to the follo'ing criteria(

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)or*stations four ":& years old or older 'ill be replaced as soon as it is feasible and

subject to the availability of funds.

,et'or* printers and scanners+ located all throughout most operational areas+ should

be used. ,o local printers or scanners for individual office use 'ill be replaced+ unless ajustification is provided 'ith the request and the justification is acceptable to the 2T.

,et'or* printers and scanners five ";& years old or older 'ill be replaced.

2n case of malfunctioning of any computer equipment and if no other solution is feasible+SA3$-!2TS 'ill determine if replacement is necessary regardless of the #age% of the computerequipment.

All ne' computer equipment 'ill be assigned to a S$!AS /ersonnel "sers of S$!AS,et'or*+ 'or*ing as staff+ consultants "/s&+ associates+ voluntaries+ interns+ or any othertype of 'or* agreement 'ith S$!AS& on a physical location 'ithin S$!AS+ as requested inthe form in Anne1 A to be filled by the operational area.

The replaced computer equipment 'ill be permanently removed and 'ill not be re5installed.The replaced computer equipment 'ill be transferred to SA3$-!2TS for proper disposal

procedures.

7 ADDINGOFCOMPUTEREQUIPMENT

!perational areas must ma*e a formal request "See the #omputer 8quipment /urchaseequest 3orm% in Anne1 A& 'hen additional computer equipment is needed+ 'hich must be

justified for revie' by the 2T.

All ne' computer equipment 'ill be assigned to a S$!AS /ersonnel "sers of S$!AS,et'or*+ 'or*ing as staff+ consultants "/s&+ associates+ voluntaries+ interns+ or any other

type of 'or* agreement 'ith S$!AS& on a physical location 'ithin S$!AS+ as requested inthe form in Anne1 A to be filled by the operational area.

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8 ANNEXA COMPUTEREQUIPMENTPURCHASEREQUESTFORM

Department Date

Type of Request Replacement

(Check one) Additional

Standard Computer Equipment RequestedEquipment Check odel

!ote"ookDesktop#rinterScannerOther$ustification "2nclude information about ho' the equipment 'ill be used andby 'hom. 2f you are requesting high5end specifications+ be very e1plicit aboutthe function that requires&

!on Standard Computer Equipment RequestedTechnical Specifications

$ustification "2nclude information about ho' the equipment 'ill be used and

by 'hom.


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Remarks

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computer equipment acquisition

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