New Hanover County Information Technology Department	Issued:  05/11/01
	Policy Number:  2-01
Subject:  Computer System Acquisition

PURPOSE AND SCOPE:

The purpose of this policy is to establish the proper procedure for acquiring computer and related assets with county funds.  The Information Technology Department has been assigned the responsibility for planning, budgeting, acquiring, installing and maintaining all county computer systems and equipment.  In order to meet this responsibility, it is necessary that all departments follow a consistent procedure when new systems and equipment are needed.  No department shall acquire any computer equipment, system or consultant by any means other than the process that is specified in this policy.

The scope of this policy covers every department in the county.  Each department is required to follow this procedure, without exception, when there is an interest in investigating a new computer system or when enhancements to existing systems are needed.  Each Department Head is responsible for insuring that his/her department remains in compliance with this policy.  The Information Technology Director is responsible for insuring that the needed services in each department are specified, planned, budgeted, acquired and installed in a manner that is consistent with county policies and with guidelines provided from the vendors.  The IT Staff is responsible for insuring that any equipment acquired by the county is correctly installed compliant with all county policies and all vendor directions.  The county management is responsible for funding all authorized purchases.

CHANGE HISTORY:

None.  This is the Original Document

POLICY:

It is the policy of the county that all departments adhere to the procedures of this policy.  The IT Department will insure that all purchased equipment and systems are installed according to county policy and vendor instructions.  No deviations from this policy are authorized unless approved by the IT Director prior to any deviation.  County funds will not be used to pay for any purchases that are made outside the guidelines of this policy.

PROCEDURES:

The proper procedure for acquiring computer assets with county funds is as follows:

1. Contact the IT Director and discuss the business need you are addressing.  The IT Director will either assist you in resolving your business issue or will assign someone to do so.
   
   
2. If a computer system upgrade or a new system is required to resolve the business issue, the IT Staff will provide a design and cost estimate for the needed solution.
   
   
3. When the solution and its cost has been presented to the Department Head, a decision will be made as to whether the acquisition will be made from existing funds or whether it will be included in next year’s budget.
   
   
4. If the decision is to proceed with the acquisition, the IT Department will issue a Purchase Requisition or a Request for Proposal, whichever is appropriate, for the needed solution.  The IT Department will work closely with the Finance Department to insure that all bid statutes are complied with.  The Finance Department will also insure that the department head has arranged the proper funding for the project.
   
   
5. If a formal bid is required, the Finance Department will insure that the proper bid procedures are followed, that proposed contracts are properly reviewed and that the completed bid package is placed on the agenda for the commissioner’s consideration.   If the commissioners approve the bid, the Finance Department will insure that all documents associated with the acquisition are properly prepared and processed.
   
   
6. When the solution arrives at the county, the IT Department will schedule it for installation.  This schedule will be closely coordinated with the department to insure that any disruption in the department is minimized.
   
   
7. Once the system is installed, the IT Department will schedule it for the proper maintenance, complete all accounting records and pay the invoice for the equipment.  When the invoice is properly paid, the acquisition cycle is complete.
   
   
   

CHANGE HISTORY:

Version	Date	Author	Comments
A	5/11/01	BC	Original Document