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Home My WebLink AboutKittitas County Technology Policy 3 - Purchasing and Inventory of Technology3. Purchasing and Inventory of Technology 3.1 Summary 3.2 References 3.3 Definitions 3.3.1 Computer 3.3.2 Department software 3.3.3 Enterprise software 3.3.4 Inventoried technology 3.3.5 Peripheral equipment 3.4 Policy 3.4.1 Purchasing 3.4.1.1 Purchased by IT 3.4.1.2 Purchased by Departments 3.4.2 Standardized Computer Software and Hardware 3.4.3 Funding Source 3.4.3.1 Funded by IT 3.4.3.2 Funded by Departments 3.4.4 Servers 3.4.5 Computers and Monitors 3.4.6 Software 3.4.7 Inventory 3.4.8 Computer and Monitor Replacement (rotation) 3.5 Responsibilities 3.5.1 DH/EO 3.5.2 Employees 3.5.3 IT Technology Policy 3 - Purchasing and Inventory of Technology Kittitas County Technology Policy Manual 3. Purchasing and Inventory of Technology IT purchases and manages all inventoried technology. 1. CAMAS – Purchase Request (http://camas/featu res/purchasing/request.asp) 2. IT User Wiki – Software employees can install and update (https://camas-wiki.co.kittitas.wa.us/ user/wiki/Software_employees_can_install_and_ update) 3. Kittitas County Financial Policies (http://camas/fo rms-policies.asp) 4. Technology Policy 1 - Enforcement 5. Technology Policy 6 - Personal Equipment 6. Technology Policy 7 - Data Management, Access, and Protection 7. Technology Policy 13 - Mobile Devices An electronic device for storing and processing data, e.g. desktop, laptop, notebook, and tablet. Software that is used by one department or a limited number of departments/employees (e.g. ArcGIS, GoToMyPC), or is off-the-shelf (e.g. Adobe Acrobat, PhantomPDF). Contents 3.1 Summary 3.2 References 3.3 Deinitions 3.3.1 Computer 3.3.2 Department software 3.3.3 Enterprise software Software used across all or most departments whether installed on premises or subscription-based (e.g. Microsoft Office, GovQA, Laserfiche). Hardware or software installed in/on or connected to a computer or the County network that has a value over $100 or would be considered small and attractive. Hardware items that can connect to a computer and have no operating system or storage capacity (e.g., headsets, webcam, keyboards, mice, and speakers). For these technology policies, monitors are considered inventoried technology and not peripheral equipment. Only hardware and software reviewed and pre-authorized by IT or purchased by IT may be attached to or installed in/on a County computer or device that can access the County network through a wired or wireless connection. IT shall purchase for departments/offices: 1. Minor computer software (GL 53564, <$5000), a.k.a. off-the-shelf 2. Inventoried technology 3. Enterprise software, as approved by the BoCC Examples of inventoried technology purchases made by IT are: Computers and monitors (see Kittitas County Financial Policies) Internal computer components Network devices, e.g., Wi-Fi access points, routers, switches Desktop printers/scanners connected to individual computers Uninterruptable power supplies (UPSs) Minor computer software (Esri, GoToMyPC, Adobe Acrobat, Phantom PDF, QuickBooks, etc.) GIS and GPS equipment External drives (portable hard drives, CD/DVD/optical, network attached storage) Smartphones IT Director/designee shall review and approve before DH/EOs purchase: 1. Contracts and agreements before being signed by the County 3.3.4 Inventoried technology 3.3.5 Peripheral equipment 3.4 Policy 3.4.1 Purchasing 3.4.1.1 Purchased by IT 3.4.1.2 Purchased by Departments Note It is important new technology is reviewed by IT prior to purchase because some technologies are unable to integrate with County systems. Capital software (GL 56404, >=$5000), Software subscriptions (GL 54915), i.e., software-as-a-service, cloud software 2. Vendor supplied or required hardware 3. Surveillance video cameras 4. Audio/video equipment 5. Copiers/multi-function printers that are network connected Technology purchases requiring IT review/approval that did not receive IT review/approval may not be installed on or connected to a County computer or server and may not be supported by IT. DH/EOs may purchase and retain: 1. Peripheral equipment (excluding monitors), e.g., headsets, webcams, keyboards, mice, and speakers 2. Non-inventoried technology, e.g., flash drives, device memory cards, CDs/DVDs, toner and printer supplies, surge protectors See the IT User Wiki – Technology Recommendations (https://camas-wiki.co.kittitas.wa.us/user/wiki/Technology_Reco mmendations) knowledgebase for pre-approved technology. IT designates standard computer software and hardware to ensure compatibility between computer systems, protect the security of the County network and records, and manage the provisioning of user support. If non-standard software or hardware is needed, IT will work with the department to select an appropriate solution. You may not use non-standard software or hardware on County computer systems without IT pre-approval. You may not install personally owned software on County-owned equipment (see Technology Policy 6 – Personal Equipment (https://c amas-wiki.co.kittitas.wa.us/policy/wiki/Technology_Policy_6_-_Personal_Equipment)). IT may remove any non- standard software or hardware that might compromise the operation of the County network or any County-owned computer, or any unauthorized software or hardware discovered during routine maintenance operations or monitoring. IT will notify the DH/EO prior to software removal unless there is an immediate threat to the computer or network in which case the DH/EO will be notified after the removal. IT shall fund: Maintenance for enterprise computer software (e.g. Laserfiche, GovQA, Microsoft Office), as approved by the BoCC Network hardware (everything to the computer but not including the computer components); if a purchase was not budgeted, or is for the sole benefit of a non-general fund department, the department may be asked to provide funding, or the purchase may be postponed until funding is available 3.4.2 Standardized Computer Software and Hardware 3.4.3 Funding Source 3.4.3.1 Funded by IT 3.4.3.2 Funded by Departments Requesting department/offices shall fund: Computer and monitor replacements are funded by the Computer Replacement Internal Service (CRIS) fund to which the general fund and non-general funds contribute annually, and do not need to be budgeted for separately Licenses for department- specific and enterprise computer software (e.g. Microsoft Office, PhantomPDF, Esri, and Laserfiche) Maintenance for department- specific software (e.g. Esri, GoToMyPC) Computers and monitors added to the inventory (not replacements for equipment on regular rotation), or computers/monitors rotated before the regular rotation occurs at the request of the DH/EO IT Director will only authorize the addition of a virtual server to the County network at the request of the department’s DH/EO. Each user having a need for a computer will receive equipment appropriate to their duties. IT will consult with users and DH/EOs to make this determination. There will be one right-sized system per user, whenever possible. Standard equipment combinations include: Standard or power desktop computer with one monitor (or 2 depending on monitor size and need; additional monitors may be rented if required); standard keyboard and mouse (no external speakers), or Standard or power laptop computer with docking station and monitor (no internal CD/DVD) Non-standard equipment may be coordinated with the DH/EO and will be billed accordingly. IT will purchase, inventory, store, maintain, and ensure licensing compliance for all minor computer software (GL 53564, <$5000). For more information see IT User Wiki – Software employees can install and update (https://camas-wiki.co.kitt itas.wa.us/user/wiki/Software_employees_can_install_and_update). Each DH/EO shall purchase, inventory, maintain, and ensure license compliance for all Ccapital software (GL 56404, >=$5000). IT maintains the inventory of all computers, monitors, network hardware (including access points), and enterprise software. (CJIS 5.9 § 5.13.1.1) Departments maintain the inventory of their department software. DH/EOs are responsible for the custodianship of all technology residing within their department and coordinating moves (locations, connections, and custodianship) with IT. Disposal/decommissioning of all inventoried technology must be coordinated with IT. 3.4.4 Servers 3.4.5 Computers and Monitors 3.4.6 Software 3.4.7 Inventory Disposal of ALL data storage devices (including flash drives) must be coordinated with IT who will ensure proper destruction or erasure prior to disposal/disposition (see Technology Policy 7.4.9 Destroying and erasing media). Rotation schedule: Computers – every 4 years Monitors – minimum of every 6 years No equipment will be used after the rotation schedule unless authorized by the IT Director. Shorter rotation schedules may be coordinated with the DH/EO and billed accordingly. Departments are expected to use the equipment deployed to their employees for the entire rotation schedule. If staffing levels or job duties change resulting in a change of equipment requirements, IT will work with the DH/EO to make appropriate changes to the equipment. When a computer or monitor is no longer needed by a department or has reached the end of its life cycle, it must be returned to IT and become part of the CRIS inventory. The department shall not be reimbursed for equipment returned to IT or for any surplus value received by IT at disposition. Grant funded and gifted equipment, unless required otherwise by contract, will have the same rotation schedule. When they have reached their scheduled rotation, the DH/EO will replace the equipment with other grant funded or gifted equipment, purchase a replacement which will become part of the CRIS inventory, or take the equipment out of service. All equipment that reaches the end of its rotation schedule will be released to IT and become part of the CRIS fund inventory or processed according to the grant. 1. Make all inventoried technology purchases through IT. 1. Protect all County resources in their custody. 2. Keep IT informed of any changes in inventory, including custodianship. 3. Communicate known requirements for equipment to their DH/EO and IT at the time of rotation to ensure appropriate equipment is selected 1. Make all inventoried technology purchases. 2. Review purchase contracts/lease agreements prior to being signed by the County. 3. Maintain inventory of all inventoried technology. 3.4.8 Computer and Monitor Replacement (rotation) 3.5 Responsibilities 3.5.1 DH/EO 3.5.2 Employees 3.5.3 IT 4. Replace computers at the direction of the IT Director and return replaced computer to IT. 5. Notify DH/EOs of their department’s computer rotation. 6. Review disposal/decommissioning requests and ensure equipment is ready for destruction/disposition. Return to the Technology Policy Manual Adopted by the Board of County Commissioners on 10/7/2014, R-2014-143 Retrieved from "https://camas-wiki.co.kittitas.wa.us/policy/mediawiki/index.php?title=Technology_Policy_3_- _Purchasing_and_Inventory_of_Technology&oldid=1252" This page was last edited on 28 April 2021, at 18:48.