IT Procurement Policy -IT012

Introduction

Purchases of technology related items for Alfaisal including software(s), computer hardware, peripherals that interface with computers, software and audio-visual equipment, regardless of funding source, are to be ordered through IT Services (ITS).

Policy

• All IT related purchases are required to be routed through ITS only.
• All ITS purchases are to be made from the approved vendors only for the products) to be procured. No technology related purchases are not made from individuals.
• Vendors are periodically reviewed; it is the policy of the university to periodically review performance of the suppliers (technology) in terms of cost, service(s) and reliability. Performance reviews will be conducted annually by ITS along with representatives from other business units of the university. 
• ITS have defined hardware standards for laptops, desktops, servers, peripherals and audio-visual equipment. These standards are re-evaluated periodically based on university requirements, vendor offerings, cost, reliability, support, quality and timeliness of vendor support. If a hardware component is not listed as a current standard, it is considered to be non-standard. Requests for non-standard hardware must be approved by the Dean or department head and the ITS.
• Non-standard hardware will not be supported by IT Services. Before purchasing non- standard hardware, the requester must mention the source of support for the hardware being purchased.
• ITS will maintain inventory of all hardware/ procured only through ITS (desktop computers, printers, laptop computers, servers, as well as AV equipment). ITS will provide support services for equipment listed in this inventory only.
• ITS will include equipment maintenance contracts (support) in all of the purchases. Should individual departments prefer to purchase hardware manufactured by unknown vendors or vendors not from the list of approved suppliers, ITS will evaluate the items on a case-by-case basis and may reject the requests. If so, an alternative equipment solution will be provided to meet the user requirements.
• All payments for the equipment procured will made as per the rules defined by the Finance department.

Exemptions

Exception to or exemptions from any provision of this policy must be approved by the VPFA. Similarly, any questions about the contents of this policy, or the applicability of this policy to a particular situation should be referred to the IT Director.

Enforcement

Non-compliance with this copyright policy is a serious matter. Such violation is without Alfaisal consent and is subject to disciplinary action to be determined by the university management. Effectively, any violations will result in loss of computing privileges, among other university determined sanctions. It may also expose the individual or the university to legal action.

Definitions

P.O.C: A proof of concept or a proof of principle is realization of a certain method to demonstrate its feasibility, or a demonstration in principle, whose purpose is to verify that some concept or theory is probably capable of being useful. A proof- of-concept may or may not be complete, and is usually small and incomplete

SLA (Contracts): A service level agreement (SLA) is a part of a service contract where the level of service is formally defined. In practice, the term SLA is sometimes used to refer to the contracted delivery time (of the service) or performance.