IT Purchasing Policy

Scope

This policy applies to the following:

Any computer hardware or software purchased through Department of Radiology budgets including state or federal funds
Any device that communicates on a University of Washington network whether on campus or a remote site which is under the supervision of the Department of Radiology
Any computing related device in any University of Washington faclity that is under the supervision of the Department of Radiology.

Overview

The Department of Radiology Information Technology team (referred to in this document as IT Support) and the Administrative Services team are responsible for adhering to and enforcing University of Washington policies regarding computer and network infrastructure in the Department of Radiology. This policy outlines the purchasing services provided by the Information Technology and Administrative Services team.

These guidelines are a supplement to the basic UW policy on ethics in computer use and the University's software copyright policy.

The computing and networking infrastructure of the University of Washington underlies many crucial activities for the entire University community, including hospitals and clinics. The University's primary responsibility is to protect and sustain the operation of those facilities. As such, the University may take whatever steps it feels appropriate to remedy or prevent activities that, in the University's judgment, endanger the orderly operation of University networks or systems, and/or which threaten the University's network connections to the Internet and/or other institutions or networks.

In accordance with the University of Washington purchasing policies and procedures, the Department of Radiology requires that all faculty and staff request computer and information technology purchases according to the following departmental processes, as outlined for the following 5 categories.

Procedure

Category 1: For requests regarding new faculty and staff

A notice of new appointment is sent to Facilities Support by Faculty Appointments for faculty or by HR Management for staff.
Facilities Support arranges for office space and informs IT Support of need for IT equipment (computers, printers, monitors, keyboards, etc.)
IT Support determines specifications for IT equipment, in congruence with the department's IT Sub-committee purchasing guidelines.
IT Support collects quote(s) and gets approval from Administrative Director for purchases over $2,000. For purchases $2,000 and under, the Budget Supervisor approves.
IT Support orders computers for deliver at the proper time and place, using the department budget number as assigned by the Administrative Director or Budget Supervisor. Other IT Equipment will be purchased on the department procard or from the UW Bookstore, as directed by the Budget Supervisor. (For UWMC from Nebula, for HMC from contracted vendor).
Upon arrival of new equipment IT Support informs Facilities Support.
Facilities Support provides asset tags for any equipment valued at $500 or more and IT support tags the equipment and installs the new equipment.

Category 2: For replacing/upgrading old IT equipment

IT Support determines current equipment is unusable.

IT Support informs Facilities Support and coordinates appropriate protocol for surplus and for inventory update of old IT equipment.
IT Support determines specifications for upgrade or replacement, in congruence with the department's IT Sub-committee guidelines.
IT Support collects quote(s) and gets approval from Administrative Director for purchases over $2,000. For purchases $2,000 and under, the Budget Supervisor approves.

IT Support orders computers for deliver at the proper time and place, using the department budget number as assigned by the Administrative Director or Budget Supervisor. Other IT Equipment will be purchased on the department procard or from the UW Bookstore, as directed by the Budget Supervisor. (For UWMC from Nebula, for HMC from contracted vendor).
Upon arrival of new equipment IT Support informs Facilities Support.
Facilities Support provides asset tags for any equipment valued at $500 or more and IT support tags the equipment and installs the new equipment.

UW Reference for Surplus of Computer Equipment:

http://www.washington.edu/facilities/finadmin/movingandsurplus/inventory/category/computer-equipment