SCHOOLS TO BELIEVE IN

Transcription

1 SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D YOUVILLE STREET, SUDBURY, ONTARIO P3C 5E7 tel. (705) fax (705) ADMINISTRATIVE PROCEDURES AND GUIDELINES APG #CS15 PURCHASE OF IT-RELATED EQUIPMENT (Hardware, Software and Services) PREAMBLE The Board supports the concept of centralized purchasing as a means of obtaining maximum value for its budget dollars, consistent with the educational goals of the Board and fair business practices. All equipment and supplies purchased through the Board approved budget, school generated funds and/or donations remain the exclusive property of the Board. All IT resources, including equipment, software programs, information and data installed or created on Boardowned equipment also remain the property of the Board. This includes all computers, mobile devices, printers, peripherals, digital cameras, documents, spreadsheets, databases, s, etc. REGULATIONS 1) All purchases must be made using the appropriate purchasing procedures. All staff involved in purchasing activities shall abide by all applicable Board Policies, Statutory Acts & Regulations and the Broader Public Sector (BPS) Procurement Directive. 2) Purchases made in the name of the Board without an authorized purchase order or proper authorization will be considered an obligation of the person making the purchase and not the obligation of the Board. 3) Any and all acquisition of IT-related hardware, software or services, including any such purchases in schools, must be referred to and coordinated through the Information Management Services Department (IMS), prior to purchase. This not only ensures that purchased items are fully compatible and supported by IMS, but will also allow schools to take advantage of lower prices, and volume discounts, where possible. Effective Date: September 1, 2011 Revised Date: January 1, 2012 Reviewed Date: July 22, 2015 SCHOOLS TO BELIEVE IN Page 1 of 6 - APG #CS15

2 a) A request for a quotation submitted to IMS is not an approval and does not constitute an automatic approval. b) All deliberations on the validity and effectiveness of an IT Related Acquisition must include the evaluation of the Total Cost of Ownership (TCO). For example, it s possible to purchase less expensive equipment that will result in a higher overall cost to deploy and support it (such as extra technician time to install, higher costs to keep running, costs to purchase extra pieces to ensure function). All efforts to consider total costs must be included in the final decision to approve or deny each request, on an individual basis. 4) IMS is responsible for receipt and processing of all IT related purchases, as well as centralized payment of all invoices and costs. 5) The Board reserves the right to question any matters relating to the purchase of IT related equipment and/or software, by any Board staff. 6) Any required software, including but not limited to purchased, shareware, freeware or open source, must be installed by the IMS department so as to ensure the security and integrity of our systems. Under no circumstances is any software to be downloaded and/or installed on any Board-owned equipment without coordination with IMS. 7) It is the schools responsibility to exercise due diligence in securing equipment, and to ensure its responsible use, however this should not impede its intended use. (i.e. security cables for digital projectors) a) IMS will cover the costs of repairing and replacing board supported IT equipment as a result of normal wear and tear. Costs of repairing and replacing IT equipment as a result of abuse, misuse or vandalism are the responsibility of the school, and any such repairs and/or replacement must be coordinated through IMS, to maintain compatibility and continued support. b) IMS does not budget for the replacement of stolen equipment. There is no automatic replacement for thefts or loss. All reports of theft and requests for replacement must be accompanied by a police report. c) The use of these resources is a privilege, not a right, and therefore must be used with respect and in accordance with the goals of the Board. 8) It is understood that throughout this APG, the term school(s) can also refer to Board departments and/or individual staff of the Board. PROCEDURES 1) All such acquisition requests require completion of an IT Related Acquisition Request form. This form must clearly outline the purpose for the request as well as how it aligns with the Board s IT strategies and initiatives. It must also clearly show the name of the initiator and the approval of the appropriate authority before being submitted to IMS. As well, the source of funds and/or method of payment must be clearly noted. a. For the purpose of this APG, these requests require approval by the School Principal, (when originated at a school), the appropriate Superintendent and the Manager of IMS. A request must be approved before purchasing/negotiations. Page 2 of 6 - APG #CS15

3 2) 3) Once purchased, equipment will be received by IMS for inventorying and once payment is confirmed, an Acknowledgement of Receipt form will be generated, requiring a signature by an authorized school/department staff member, upon delivery of equipment. a. For example, a teacher dropping off their staff laptop at the reception desk of the Catholic Education Centre without getting a completed receipt will still be deemed as in possession and control of the laptop, if such a laptop becomes misplaced. Once processed in IMS and delivered to the school/department, the equipment is the responsibility of the person named on the Acknowledgement of Receipt form, until a completed Acknowledgement of Return form, signed by an authorized IMS staff member is provided. Page 3 of 6 - APG #CS15

4 SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D Youville Street, SUDBURY, ONTARIO P3C 5E7 tel. (705) fax (705) IT ACQUISITION REQUEST FORM Date: School/Site: Submitted by: Description of Request: Purpose for Purchase/Acquisition: Method of Payment: G/L Account: Cheque/School Funds Bingo Funds (copy of Invoice and Purchase order will be provided for submission) APPROVAL Principal/Manager Name Signature Date Superintendent (for further research) Superintendent (Final Approval) IMS Initial: Submit completed form with Principal/Manager s Signature: (PLEASE SUBMIT ONE FORM ONLY) to tracy.lemieux@sudburycatholicschools.ca via Board Interoffice mail OR Fax to Request Received : Request # Total Cost: IT/IMS USE ONLY Purchase Order: Vendor: Deployment Date: IMS Staff (Print Name) IMS Staff (Signature) Revised 2016/11 Page 4 of 6 - APG #CS15

5 SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D Youville Street, SUDBURY, ONTARIO P3C 5E7 tel. (705) fax (705) ACKNOWLEDGEMENT OF RECEIPT TO: RE: DATE: This is to record in receipt of the following: Signature (Recipient) Signature (IMS Staff) Date SCHOOLS TO BELIEVE IN Page 5 of 6 - APG #CS15

6 SUDBURY CATHOLIC DISTRICT SCHOOL BOARD 165A D Youville Street, SUDBURY, ONTARIO P3C 5E7 tel. (705) fax (705) ACKNOWLEDGEMENT OF RETURN TO: RE: DATE: This is to record that has returned the following: Signature Signature (IMS Staff) Date SCHOOLS TO BELIEVE IN Page 6 of 6 - APG #CS15