IT Purchasing Standard Operating Procedures

Purpose
Information Technology (1.T.) is charged with supporting the Confederated Tribes of the Colville Reservation's (CCT) owned computer hardware, software and peripherals in ways that meet CCT strategic priorities. CCT is a highly interconnected governmental entity, and is dependent upon secure and reliable technology to meet its priorities. I.T. is responsible for maintaining the CCT network, servers, workstations, and peripherals, maintaining quality at reasonable costs. This policy establishes standards, guidelines, and procedures for the purchase of these technologies in ways that support excellent stewardship of CCT resources.

In a proactive effort to be wise stewards of CCT resources, I.T. purchases technologies that are sustainable, compatible with existing systems, and can be efficiently supported. As a result, I.T. has negotiated numerous purchasing agreements with hardware, software, network, and telecommunication vendors, service agencies, multimedia companies, software developers and others. In order to take advantage of these contracts and ensure that technology purchases meet CCT standards, I.T. must be involved in all information technology related purchases in order to provide:

1.    Compatibility with CCT's network environment;
2.    Compliance with CCT's security policy;
3.    Suitability based on needs assessment;
4.    Licensing compliance for software purchase;
5.    Hardware and software that can be efficiently supported;
6.    Availability of sufficient CCT resources (including initial and recurring costs);

I.T. has been assigned the task of purchasing technical goods and services based upon documented requests, proper signature authority, and available funds.

 

Purchase of Standard Technology
Standardization allows CCT to efficiently select and manage technology, obtain better technology pricing, reduce maintenance costs and increase access to training and assistance. These standards are re-evaluated periodically based on common needs, vendor offerings, cost, reliability, supportability, quality, sustainability, compliance with recycling policies and timeliness of vendor response. When technology is adopted as a CCT standard, it is considered to be pre-approved for purchase by I.T.

 

Purchase of Non-Standard Technology
Purchase of non-standard technology components should be minimal, and justified through extenuating circumstances. This includes technology purchased through grants and other non-CCT funds. CCT I.T. will not purchase or support this type of technology related item, unless that purchase was made through and/or with the knowledge and approval of the Chief Information Officer (CIO).

In certain cases, when services are being considered for purchase, or new systems are being considered for in­house development, the CIO must review and approve vendor selections, consultant engagements, development plans, and contract language.

Technology Purchasing Procedures
These procedures have been developed in support of the Technology Purchasing Policy.

Standard Purchase Requests
Step 1:
All CCT technology requests are processed through CCT Technical Services. The purchasing procedure is initiated by opening a work ticket, requesting a quote for equipment. The end user may request technology by:

  • Emailing cct.tickets@colvilletribes.com to complete a work ticket;
  • Contacting the Help Desk at x2300;

The CIO must approve purchases. To facilitate turn-around, and to give the best possible services, please have the following information available or included when requesting or submitting via online:

  • Quantities, complete item description(s)
  • Cost center to be charged
  • Date needed

Requests should be submitted with sufficient time to place and receive orders without undue delay. Please provide as much lead-time as possible. To duplicate a previous purchase, the prior purchase order should be referenced.


Step 2:
RPA - Requisition, Purchasing & Accounts Payable
All orders will be handled by the I.T. Business Services Staff. I.T. will initiate the requisition using the identified fund and general ledger number, place the order by sending the vendor the purchase order, and process the invoice for payment. I.T. will provide the program with all pertinent back up for their files. Requesting program must properly code all purchases to be in accordance with CCT Central Accounting's requirements for consistent transaction coding.


Non-Standard Purchase Requests
All requests for non-standard technology should begin with the Technology Initiative Questionnaire (TIO) The TIO should be submitted to the CIO. The CIO will assign I.T. staff to work with you to determine the appropriate technology for your needs and, if necessary, assist you in filling out the Application Due Diligence form which will guide you through selection of a software application. The TIO and Application Due Diligence form will be presented to the CIO for final decision and approval or decline.

Additional Information:
Signature Authority
I.T. Business Services staff is responsible for ensuring that all documents bear the proper signatures prior to order placement. Signature levels are determined by dollar value per CCT purchasing signature authority guidelines. The CIO must approve all Technology purchases of hardware, software, and related contracts regardless of dollar value.

Funds Responsibility
It is the responsibility of the requesting department to ensure that funds are in place prior to order placement. Asset & Inventory Tagging
All assets will be tagged by CCT Purchasing and well as I.T. All tags issued by I.T. will be entered into Web Help Desk and assigned to the employee that will utilize it. In the event an employee leaves CCT employment, or transfers to another department, I.T. will report to the program manager, any assets assigned to the employee that must be returned and/or accounted for prior to separation. This information may be used for deductions of the employee's final paycheck for any lost or damaged assets.


Contracts
I.T. will be responsible for the administration of technology contracts including, but not limited to: hardware, software, data, web domains, copiers, service, and "smart'' phones for CCT. This includes managing all actions associated with contracts, including renewals, warranty issues, and vendor returns or replacement.

Information Technology Purchasing Policy PDF