Staff Policy D-508.02
Institutional Effectiveness Criterion: Operations

IT Asset Acquisitons

Policy Statement

The Systems and LAN Management Department (SLM) is responsible for maintaining the College network, servers, workstations, and peripherals, as well as maintaining the quality of information technology (IT) equipment and resources at a reasonable cost.

Information Technology Services (ITS) is responsible for maintaining the college’s business information systems, and the data integrity and security of that information.

Educational Technology (ET) is responsible for maintaining the college’s academic technologies, classroom equipment, learning management systems, and the data integrity and security of that information.

The purchasing of IT-related items is managed by SLM, ITS, and ET in collaboration with the Business Office.

Policy Requirements

Approval is required if any of the following are true:

• Assistance will be required to build, install, or implement hardware or software.
• Asset will utilize the College network.
• Asset will be installed in the data center.
• Software or hardware will require campus credentials (Active Directory, Single Sign On, or Google) for authentication.
• Software will use and/or store data other than Directory Information.
• Services delivered using cloud architecture:
• Integration with other campus systems is required.
• Ongoing support from SLM, ITS, or ET is expected.

Reason for Policy

The information technology lifecycle is managed by SLM, ITS and ET following industry standards for asset management. Adding assets without proper planning and involvement of these departments jeopardizes systems security, accuracy, and the responsible allocation of resources.

This policy establishes standards, guidelines, and procedures for the procurement of IT resources and services to support excellent stewardship of College resources.

IT Assets acquired without SLM, ITS, and ET involvement that fall under the above requirements, may be removed from service due to violation of Staff Policy D-506.06 - Computer and Network Acceptable Use or Staff Policy D-508.00 - Information Security Compliance Policy. These devices may not be able to be supported by the SLM, ITS, and ET teams and may require outside contractor costs to manage the asset.

Related Policy Information

See also:

Staff Policy D-504.02 - Purchasing

Staff Policy D-506.06 - Computer and Network Acceptable Use

Staff Policy D-507.00 - Electronic & Information Technology Accessibility Policy

Staff Policy D-508.00 - Information Security Compliance Policy

Definitions

• Business Information Systems - database systems used to run the college’s business processes: admissions, registration and records, scheduling, financial aid, finance
• Cloud Computing Service- A type of Internet-based computing that provides shared computer processing resources and data to computers and other devices on demand.
• Consumables- Any IT resource that is expended in the course of operating an IT resource. Examples of consumables include, but are not limited to: paper, toner, writable CDs or DVDs, and projector bulbs.
• Information Technology (IT) assets- All computers and electronic data storage, networking, transmission, and manipulation devices owned and/or controlled by any part of the College, including departmental computers and the College's IT network facilities accessed by anyone from anywhere.    
• Infrastructure as a Service (IaaS)- A provisioning model in which an organization outsources the equipment used to support operations, including storage, hardware, servers, and networking components. The service provider owns the equipment and is responsible for housing, running, and maintaining it.
• Network- A telecommunications network that allows computers to exchange data.
• Peripheral- A device connected to a personal computer that extends its capabilities. Examples of peripherals include, but are not limited to, mice, keyboards, monitors, printers/copiers.
• Platform as a Service (PaaS)- A category of cloud computing services that provides a platform allowing customers to develop, run, and manage Web applications without the complexity of building and maintaining the infrastructure typically associated with developing and launching an app.
• Server- A computer system that primarily provides one or more network services by communicating across a network.
• Software– Data or instructions organized in the form of operating systems, utilities, programs, and applications that enable computers and related devices to operate.
• Software as a Service (SaaS)- A software licensing and delivery model in which software is licensed on a subscription basis and is centrally hosted.
• Users- Individuals, whether a member of the College community or not, who are granted access to and use of the College's information technology, whether on campus or from remote locations. Those individuals include, but are not limited to faculty, students, staff, guests, visitors, and those working on behalf of the College.
• Workstation- A general-purpose computer intended for use by end-users.

Responsibilities

• Budget Managers- Ensure procurement of IT resources is approved according to College policy and procedures and external restrictions, such as donor and sponsor intent.
• Systems and LAN Management– Responsible for centrally managing procurement of IT resources, ensuring compliance with College policies, procedures, and guidelines.
• Information Technology Services - Responsible for managing procurement of business information systems, integration with other college systems.
• Educational Technologies - Responsible for procuring and managing academic technologies, including classroom and conference room hardware, learning management systems, and third-party add-ons requiring integrations with core academic technology systems.
• Business Office– Establishes policies and procedures regarding all College purchases.
• User– Complies with the policies and procedures established for the procurement of IT resources and services.

The VP for Student Services and Technologies, in conjunction with the appropriate faculty and staff, is responsible for the development and publication of any procedures or guidelines that may be necessary to administer this policy effectively. Relevant procedures, guidelines, and forms mentioned in this policy are maintained by the office of the VP for Student Services and Technologies.

If any provision(s) of this policy or set of bylaws conflicts with laws applicable to Northwestern Michigan College, including the Community College Act of 1966, the Freedom of Information Act, or the Open Meetings Act, as each may be amended from time to time, such laws shall control and supersede such provision(s).