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Information Technology Policies

Technology Procurement Policy

Purpose

The purpose of the IT Procurement and Process Improvement policy is to effectively engage with the Keuka College community in facilitating college-wide process improvement initiatives, and when appropriate, ensuring the efficient, effective, and reliable acquisition of information technology (IT) goods and services. The goal of this policy and process is for the Information Technology Department to provide reasonable and creative solutions for identified technical and operational barriers while aligning with the College’s institutional priorities.

Scope

This policy applies to any software, hardware, or technology service purchased using college funds and/or impacting network security.

Objectives

1. To design creative solutions to technical and operational challenges college wide, with the goal of maximizing operational efficiency.
2. To procure IT goods and services, as appropriate, that meet the organization's needs and requirements.
3. To ensure transparency and fairness in the procurement process.
4. To ensure compliance with relevant legal and regulatory frameworks.
5. To minimize risks associated with IT procurement.
6. To prioritize institutional resources and ensure competitive pricing models.

Policy Statement

Keuka College’s IT team is responsible for approving and implementing all requests for information technology (IT) goods and services for the College in compliance with all regulatory, security, and institutional guidelines. Generally, the IT team will not be able to support hardware or software that has been purchased without their involvement or against their recommendations.

I. Procurement Process

Phase 1: Proposal, Review, and Prioritization

  1. Needs Assessment: The requesting department identifies the need for specific IT goods or services and plans the project within their annual operating budget and plans for the following year. Once the need has been identified, the requesting department should consult with their Vice President first. Once the Vice President has approved the project, the requesting department should notify the Associate Vice President of Technical Solutions in writing and prepare a wants/needs assessment and proposal.
  2. Request for Services: Information will be gathered by the Associate Vice President of Technical Solutions including relevant information from the requesting department, and other stakeholders if necessary. The requesting department will likely be asked to provide a summary of the current issues they are facing, solutions they have considered, cost estimates, and their want/need assessment. At the conclusion of this phase, the IT Department will evaluate the information that has been presented. Possible solutions will be discussed. Outcomes of this phase could include any combination of the following solution types: acquisition of new software, leveraging a different use of an existing application, process improvement plan, and/or rendering external services.
  3. Resource Planning: All procurement projects identified within the annual budget planning process will be reviewed for resource planning by the IT team. Summaries of each procurement project request will be submitted to the Executive Cabinet who will prioritize each project in line with institutional priorities and resources. Based on the prioritization that is assigned, the requesting department will be provided with a statement of work from the IT team. This will include requirements for implementation of the product, expected milestones and timeline, and levels of expectation of the requesting department.

Phase 2: Software Discovery and Implementation

  1. Assemble a Procurement Team: If the acquisition of new software is part of the solution rendered by the IT Department, a procurement team will be assembled. The team will include appropriate team members from IT, the requesting department, and other identified stakeholders who will either be impacted by the new software system, have significant knowledge that will be helpful during the implementation, or will be end users. A project manager within the team will be assigned.
  2. Discovery: If a specific software application has not been identified during the proposal phase, the IT team and requesting department will do research to determine products that may meet the project’s objectives. During this phase, the requesting department may take discovery calls with software companies but may not interact further without IT involvement.
  3. Demo: Once the procurement team has identified potential software product(s) that they are willing to consider, the project manager will schedule demos with each company to review the product specifications. A minimum of three demos must be scheduled. Once all demo meetings have concluded, the procurement team must meet to discuss each product and determine if the various criteria listed within this policy have been satisfied. Once the desired product has been chosen, the project manager will notify the IT Department and requesting department’s Vice President of the product that has been selected and any other relevant information. If there are no objections from either party, the team may move to the contract phase.

Phase 3: Contracts and Implementation

  1. Contract Negotiation: The project manager, an IT member from the procurement team and a representative from the Business Office will manage the contract negotiation process ensuring the contract meets all regulatory requirements, protects the College and its data, security, and finances. The IT Department will utilize educational resellers to provide competitive pricing and encourage vendor bidding.
  2. Contract Execution: Once the contract is finalized, it is signed by authorized representatives from both parties. The Vice President of Finance or a designee should be the authorizing official for Keuka College. Copies of the fully executed agreement should go to the Business Office and the IT Department. The project manager should be notified that the project may move forward.
  3. Implementation: Once the contract has been fully executed, the project manager is tasked with ensuring that the project’s milestones are being met in accordance with IT’s statement of work and the procurement team is meeting with the vendor of the product regularly until the implementation of the product has been completed.
  4. Vendor Management: The IT Department will continuously monitor and manage product performance, ensuring adherence to SLAs and resolving any technical issues or disputes. Contract disputes should be escalated to the Vice President of Finance and the Associate Vice President of Technical Solutions.
  5. Contract Management: Contracts and renewal agreements will be managed by the IT Department.

 

II. Evaluation Criteria

Technical Criteria

  • Systems Integration: Integration with other relevant systems is required for approval.
  • Technical Compatibility: Compatibility with the College’s hardware and existing software applications.
  • Software Duplication: Another system that meets the project’s objectives cannot already be in use. If another system has the capability to meet the project’s needs, it should be utilized, and a new system should not be pursued.
  • Storage Needs: If an application is to be hosted on premises, confirmation of appropriate server space must be provided.
  • Security and Data Privacy: Vendors must respect and ensure the security and confidentiality of the organization's data and comply with relevant data protection regulations.

Vendor Evaluation Criteria

  • Technical Capability: Ability to deliver the required IT goods or services as per specifications.
  • Financial Stability: Vendor's financial health and ability to provide ongoing support and maintenance.
  • Reputation and References: Vendor's record of accomplishment, client testimonials, and references from previous customers.
  • Compliance: Vendor's adherence to relevant industry standards, regulations, and certifications.
  • Pricing: Competitive and/or educational pricing considering quality, delivery time, and ongoing support.
  • SLAs and Support: Vendor's ability to provide adequate support, response time, and availability.


Compliance Requirements

  • Equal Opportunity: No discrimination based on race, gender, religion, nationality, or any other protected category during the procurement process.
  • Ethical Practices: Vendors must comply with legal and ethical standards, including anti-bribery and confidentiality requirements.
  • Environmental Responsibility: Preference may be given to vendors with eco-friendly products, packaging, and supply chain practices.

III. Roles and Responsibilities

  • IT Department: Responsible for identifying technical needs, producing a statement of work for the project, evaluating compatibility with other systems, preparing specification documents, and evaluating product performance.
  • Procurement Team: Responsible for conducting market research, gaining consensus with stakeholders on product acquisition, meeting project milestones, communicating changes with the campus community as appropriate, and meeting with the vendors during the implementation process.
  • Project Manager: Responsible for ensuring project milestones are met, organizing requirements needed to move the project forward, scheduling meetings with vendors and stakeholders as needed, and communicating updates and concerns to relevant stakeholders.
  • Vice President or Designee: Responsible for contract negotiation and execution. Also will lead any contract disputes that may occur.
  • Counsel: Provides guidance on contractual terms, ensures compliance with legal and regulatory requirements, and reviews vendor agreements.

Non-Compliance

Failure to comply with the process as described could lead to a denial of the project, failure of the project, delay, and/or inability for the IT Department to support the product.

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