University of Washington Policy Directory

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*Formerly part of the University Handbook
Administrative Policy Statement
2.3



Policy on Information Technology, Telecommunications and Networking Projects and Acquisitions

(Approved by the Executive Vice President by authority of Executive Order No. 5 and the Vice President for Computing and Communications by authority of Executive Order No. 63)



1.  Scope of Policy

This policy and all related procedures apply to every Information Technology (IT) acquisition or project by any unit or individual at the University of Washington (UW) including all campuses, colleges, schools, departments, centers, hospitals, clinics and/or other units. The scope of this policy is to be construed broadly and includes any and all IT related equipment, services, contracts, and content including, but not limited to:

  • Hardware including all computers, memory, storage systems, network or communications equipment, displays, imaging devices, input and/or output devices, and other peripherals;

  • Hardware maintenance contracts and services;

  • Software and/or software services and/or maintenance;

  • Data processing and/or data collection etc. services;

  • IT applications and/or technology consulting services;

  • Electronic content;

  • IT related systems engineering, systems analysis, programming, project management, or other services and/or contracts;

  • Networking, telecommunications, and telephony equipment, software and/or services including both wireless and wired capabilities.

2.  Compliance

Every IT acquisition and/or project must comply with all federal and state legal requirements as well as with rules and policies of the state of Washington including the Information Services Board (ISB), the UW's Board of Regents, and funding agencies; and must comply with the following UW policy provisions as well as the University of Washington Information Technology Investment Procedures.

3.  Executive Approvals

Every IT acquisition which exceeds one million dollars must have the prior written approval of both:

  #1 The vice president, chancellor, or dean responsible; and

  #2 Either the Executive Vice President, or the Vice President for Computing & Communications, neither of whom may further delegate this responsibility.

IT acquisitions of one million dollars or less must be approved by either the Vice President for Computing & Communications, or the Executive Vice President, or their delegate only.

4.  UW Information Technology Advisory Committee (I-TAC) Approval

Every IT project which has a five-year system life cycle cost which totals over one million dollars using the then current state of Washington Department of Information Services (DIS) and/or state of Washington ISB methodology for costing must have the explicit prior written approval of the UW I-TAC before that project is commenced and/or any acquisition or other contract commitments are made, unless that project is exempted as per Section 6 below.

5.  ISB and I-TAC Reporting

Every IT project which has a five-year system life cycle cost which totals over one million dollars using the then current state of Washington Department of Information Services (DIS) and/or state of Washington ISB methodology for costing, and which is not explicitly exempted as per Section 6 below, must report quarterly on that project's status, progress, and costs to the UW I-TAC, the Executive Vice President, and the Vice President for Computing & Communications in the format which the I-TAC then requires for other major University IT projects. These reports must include either a copy of the DIS/ISB approval letter that authorizes the project at its then current expenditure level or a letter signed by the responsible vice president that such DIS/ISB approval is not required by DIS/ISB.

6.  Exemptions

An acquisition and/or project which is explicitly designated in writing by the Vice President for Computing & Communications, or by the Provost as a project or acquisition meeting the ISB and University requirements for exemption as an "Academic Exemption" or related "Research or Academic Medical Center Clinical Instrument Exemption" project or acquisition, is exempted from Sections 4 and 5 of this policy, as are projects and acquisitions of Computing & Communications. An "Academic Exemption" is only available to technology acquisitions, projects, or infrastructures that are primarily for supporting and conducting research, or scholarly activities, or for instructional equipment. Similarly a "Research or Academic Medical Center Clinical Instrument Exemption" is only applicable to research instruments and apparatus, or for diagnostic instruments.

Note: The following do not qualify for exemption: Administrative, business, financial, billing, budget, student or patient record, inventory, scheduling, content or course management, document imaging or management, project management, enterprise resource planning (ERP), purchasing, web portal, contract and grant management, point of sale; pharmacy/hospital/clinic administrative, clinical, and/or management information systems (MIS) or applications or related equipment, or any other non-academic or non-research or non-diagnostic equipment acquisitions and/or projects.

7.  Documentation of Approvals

Prior to any acquisition, or contract commitment, or request for approval by the Board of Regents, every IT acquisition or project which exceeds one million dollars must provide UW Purchasing with an explicit written statement signed by the responsible vice president, chancellor, or dean stating that the acquisition, and any related project, has received the appropriate level of approval by the DIS and the ISB for that project or acquisition, and that all the requirements in Sections 2 through 6 of this policy statement have been satisfied.

8.  Purchasing Office Verification and Action

UW Purchasing shall ensure that the appropriate report or action is taken with the Board of Regents in accordance with the then current Standing Orders, and will only execute the acquisition or contract commitment when all the requirements of this policy have been fulfilled.

9.  DIS/ISB Definitions and Additional Information

Investment Cost—The development and implementation costs required to make an IT resource/project fully operational. Investment cost includes all purchases, lease or finance costs, including all costs for hardware, software, networking and telecommunications equipment, installation, training, personal and purchased services, internal agency resources, and all applicable taxes.

System Life Cycle Cost—The cumulative investment cost of the new resources plus projected costs for maintenance, on-going training, operations, and applicable taxes over the expected life of the acquired resource. This includes staff time.

Authoritative information about current DIS/ISB requirements is available at the DIS/ISB website.

July 14, 2005.