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Computer Equipment Acquisition

Policy
OASDOITSPLC Computer Equipment Acquisition
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Version Status
0.9 Approved
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Computer Equipment Acquisition 239139053.doc
Table of Contents
1 OBJECTIVE.............................................................................................................3
2 DEFINITIONS..........................................................................................................3
3 SCOPE....................................................................................................................3
4 BACKGROUND........................................................................................................3
5 INFORMATION TECHNOLOGY COMMITTEE (ITC)............................................3
6 COMPUTER EQUIPMENT REPLACEMENT..............................................................3
7 ADDING OF COMPUTER EQUIPMENT....................................................................3
8 ANNEX A COMPUTER EQUIPMENT PURCHASE REQUEST FORM....................3
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Computer Equipment Acquisition 239139053.doc
1 OBJECTIVE
The objective of this document is to establish an organizational policy for computer equipment
acquisition at the eneral Secretariat of the !rganization of American States "#S$!AS%&.
2 DEFINITIONS
The follo'ing terms used in this document are defined belo'(
Computer equipment( )or*stations+ monitors+ *eyboards+ mice+ printers and
scanners.
Operational areas( S$!AS dependencies.
Workstation( ,oteboo* or -es*top "a ./0+ or a ./0 plus monitor+ and associated
peripherals such as bac*up hard drives&.
3 SCOPE
This policy applies to all computer equipment to be acquired for use 'ithin S$!AS
headquarters or to be sponsored by S$!AS "computer equipment to be acquired by S$!AS
and to be used outside S$!AS headquarters& either to replace e1isting computer equipment
or to acquire additional ones.
Any computer equipment 'hose acquisition does not follo' this policy shall not be connected
to the S$!AS net'or*+ and shall not be supported by the -epartment of 2nformation and
Technology Services "#-!2TS%& of the Secretariat for Administration and 3inance "#SA3%&.
4 BACKGROUND
.urrently+ computer equipment acquisition is decentralized. As a result+ S$!AS has
e1perienced(
4ac* of standardization and incompatibility of some computer equipment 'ith the
technology adopted by S$!AS.
Security threats to the S$!AS net'or* 'ith non standard computer equipment
acquired.
2ncreased operating and maintenance costs.
-ifficulties in *eeping up5to5date equipment inventory.
4ac* of uniformity regarding replacement of computer equipment.
2nability to carry5out planned equipment purchases that ta*e advantage of quantity
discounts and other savings from vendors.
The #-omino effect%( )hen operational areas purchase ne' computer equipment+
oftentimes there are requests for the e1change and re5installation of an unspecified
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Computer Equipment Acquisition 239139053.doc
number of computer equipment "belonging to the same operational area&. The practice
at times has resulted in replacing the ne'est e1isting computer equipment 'ith the one
purchased. The #domino effect% is the consequence of the unnecessary e1tension of
this procedure to the rest of the computer equipment e1isting in the operational area. All
of these transactions generate unnecessary direct costs that are often not perceived by
the operational areas.
2n order to resolve the issues listed above+ and to regulate demand+ increase cost efficiency+
simplify administrative procedures+ and e1pedite processing of requests+ it is necessary to
establish a S$!AS5'ide policy under the oversight of SA3$-!2TS+ 'hen considering
computer equipment acquisition.
5 INFORMATION TECHNOLOGY COMMITTEE (ITC)
The 2T. is hereby established. 2t is headed by the Secretary for Administration and 3inance
and integrated by the -irectors of the -epartment of 3inancial and Administrative 6anagement
Services "#-3A6S%& and the !ffice of /rocurement Services "#!/S%&. Additional members may
be included at the discretion of the Secretary for Administration and 3inance.
The 2T.7s technical secretary is the -irector of SA3$-!2TS+ 'ho sit in on all meetings and
provide technical advice to the 2T..
The 2T.7s responsibilities are to(
8nsure the implementation of this policy.
8nsure compliance 'ith published technology standards+ as set by SA3$-!2TS and
published in !AS.onnect.
8nsure availability of funds for the purchase of computer equipment by any and all
operational areas.
9evie'+ approve or reject the requests of additional computer equipment submitted by
the operational areas.
9ecord all decisions and e1plain these to the requesting operational areas.
/ursuant to this policy+ each operational area must see* the approval of the 2T. prior to the
acquisition of any computer equipment by submitting their computer equipment request to the
2T. for evaluation and clearance "See the #.omputer 8quipment /urchase 9equest 3orm% in
Anne1 A&.
The 2T. shall promptly convene to consider all such requests+ and shall respond to all requests
in 'riting 'ithin a reasonable time frame that cannot e1ceed t'o 'ee*s from the time of the
request.
6 COMPUTER EQUIPMENT REPLACEMENT
The replacement of computer equipment 'ill be done in a planned and centralized 'ay by
SA3$-!2TS+ according to the follo'ing criteria(
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Computer Equipment Acquisition 239139053.doc
)or*stations four ":& years old or older 'ill be replaced as soon as it is feasible and
subject to the availability of funds.
,et'or* printers and scanners+ located all throughout most operational areas+ should
be used. ,o local printers or scanners for individual office use 'ill be replaced+ unless a
justification is provided 'ith the request and the justification is acceptable to the 2T..
,et'or* printers and scanners five ";& years old or older 'ill be replaced.
2n case of malfunctioning of any computer equipment and if no other solution is feasible+
SA3$-!2TS 'ill determine if replacement is necessary regardless of the #age% of the computer
equipment.
All ne' computer equipment 'ill be assigned to a S$!AS /ersonnel "0sers of S$!AS
,et'or*+ 'or*ing as staff+ consultants "./9s&+ associates+ voluntaries+ interns+ or any other
type of 'or* agreement 'ith S$!AS& on a physical location 'ithin S$!AS+ as requested in
the form in Anne1 A to be filled by the operational area.
The replaced computer equipment 'ill be permanently removed and 'ill not be re5installed.
The replaced computer equipment 'ill be transferred to SA3$-!2TS for proper disposal
procedures.
7 ADDING OF COMPUTER EQUIPMENT
!perational areas must ma*e a formal request "See the #.omputer 8quipment /urchase
9equest 3orm% in Anne1 A& 'hen additional computer equipment is needed+ 'hich must be
justified for revie' by the 2T..
All ne' computer equipment 'ill be assigned to a S$!AS /ersonnel "0sers of S$!AS
,et'or*+ 'or*ing as staff+ consultants "./9s&+ associates+ voluntaries+ interns+ or any other
type of 'or* agreement 'ith S$!AS& on a physical location 'ithin S$!AS+ as requested in
the form in Anne1 A to be filled by the operational area.
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Computer Equipment Acquisition 239139053.doc
8 ANNEX A COMPUTER EQUIPMENT PURCHASE REQUEST FORM
Department Date
Type of Request Replacement
(Check one) Additional
Standard Computer Equipment Requested
Equipment Check odel
!ote"ook
Desktop
#rinter
Scanner
Other
$ustification "2nclude information about ho' the equipment 'ill be used and
by 'hom. 2f you are requesting high5end specifications+ be very e1plicit about
the function that requires&
!on Standard Computer Equipment Requested
Technical Specifications
$ustification "2nclude information about ho' the equipment 'ill be used and
by 'hom. <e very e1plicit about the function that requires non standard
equipment&
Computer Equipment to "e Assi%ned To
&ser name
Office '
Computer Equipment to "e Replaced
(n)entory !um"er*s
Currently assi%ned to
Responsi"le Si%nature+ =============..
#rint !ame+ ===================.
Request Status ((TC use only)
Appro)ed (,es - !o) Date
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Computer Equipment Acquisition 239139053.doc
Remarks
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