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Home ― Technology Procurement

Technology Procurement

Policy 14.4
Approved by: President
Responsible Officer: CHIEF INFORMATION OFFICER
Responsible Office: INFORMATION TECHNOLOGY SERVICES
Originally Issued: 04/29/2024
Last Revision: NEW
Category: TECHNOLOGY
Related Policy
SDBOR Policy 7:6 Technology Purchases
SDBOR Policy 5:4 Purchasing

I. REASON FOR THIS POLICY

This technology Procurement Policy seeks to establish guidelines and standards for the acquisition of technology-related goods and services at Dakota State University. This policy serves as a framework to ensure that technology procurement activities align with the organization's strategic goals, adhere to ethical and legal standards, promote cost-effectiveness, lifecycle, and asset management, and mitigate risks associated with technology acquisitions while accommodating research needs. This policy supports compliance with SDBOR Policies 7:6 and 5:4, relevant information technology standards established and leverages potential cost savings and operational efficiencies.

II. Definitions

  1. CIO (Chief Information Officer). Campus Chief Information Officer/Vice President of Technology is the department head for the DSU (Dakota State University) technology department.
  2.  ITS. Information Technology Services. The official technology department for Dakota State University and subsumed departments.
  3. SDBOR. South Dakota Board of Regents; includes the system office, the six public universities, centers, the South Dakota Services for the Deaf, and the SD School for the Blind and Visually Impaired.

III. STATEMENT OF POLICY

This Technology Procurement policy sets forth the Dakota State University controls by which technology is purchased and will be supported.
  1. Dakota State University Authority
    1. The CIO/Vice President of Technology successor, or designee shall review and be the final authorization for purchases of all University technology equipment, software, digital certificates, domains and or technology-related services regardless of the funding source.
    2. The CIO/Vice President of Technology shall determine what falls under technology-related services.
  2.  Scope of Technology
    1. Network and Cybersecurity Technology.
    2. Computational, Storage and Backup Technology.
    3. Administrative Software.
    4. Private and Public Cloud Technology Services.
    5. Domains and Digital Certificates.
    6. Instructional Equipment and Software.
  3. Technology Purchased funded through Grants, Sponsored Research, or State-Funded Initiatives.
    1. DSU departments, colleges, and offices that wish to procure technology solutions and or services shall consult with ITS prior to submitting a purchase request.
    2. DSU departments, colleges, and offices that wish to procure technology solutions and or services shall obtain ITS approval prior to the procurement of technology equipment or services.

Exclusions
None

Exceptions
Any exceptions to this policy must be made by the Chief Information Officer, successor, or designee, in consultation with the SDBOR Chief Information Officer or the system vice president of finance and administration, or their successors.

IV PROCEDURES (MAJOR)

  • Technology Purchase Process. All DSU departments, colleges and offices shall collaborate with ITS to initiate the DSU Technology Procurement process.
  • Purchase Request. All DSU technology purchases, including hardware, software, cloud or hosted applications and related services, shall be processed through the ITS procurement channels and or processes.
  • Review and Approvals. All requests shall undergo an assessment to ensure ITS alignment standard. The approval procedure will involve assessment of technical specifications, pricing, security risks, and vendor choices.
  • Purchase Order Issuance and Inventory Update. A purchase requisition is preferred for all technology purchases and other payment types can be processed by ITS, when applicable. Requisitions shall be processed through the Business and Administrative Services adhering to SDBOR Policy 5.4. All purchased technology shall be inventoried, based on usage, and as determined by ITS.
  • Training. ITS will provide staff education periodically and during faculty/staff orientation week to promote understanding of the technology purchasing process.
V. RELATED DOCUMENTS, FORMS, AND TOOLS

VI. POLICY HISTORY

ORIGINALLY ISSUED: 04/29/2024

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