Computer Hardware and Software

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Policies
Policy: Computer Hardware and Software
Policy Nr: Sec 10 - 01
Target Review Date: 2017-12-31
Main Stakeholder: Systems Analyst


Purpose

  • To specify the Department of Internal Medicine standard for hardware and software.
  • To ensure that a consistent approach is followed when purchasing computer equipment.
  • To ensure that all purchases comply with the standards and policies of the jurisdictional authority.
  • To reduce the total cost of ownership.

Standards - Computers, Monitors & Laptops: All Accounts

Standard desktop/monitor will be approved for purchase subject to compliance with either Manitoba EHealth IT standards or University of Manitoba IT standards dependent upon which network the computer is connected to.

It is the practice of the Department of Internal Medicine to purchase desktop computers only. A laptop computer purchase may be considered under the Portable Electronic Device Policy.

Standards - Hardware: All Accounts

Hardware purchases, which includes but is not limited to: desktop computers; laptops; hard drives; USB sticks; tablets; voice recording devices; scanners; and printers must comply with the standards and policies of the jurisdictional authority. Compliance must be checked with the Systems Analyst (Tom Fraser) prior to initiating the purchase. Any hardware purchases that are not subject to the policies and standards of a jurisdictional authority must be approved by the Managing Director (who will consult with the Systems Analyst) prior to initiating the purchase. Individuals wishing to make hardware purchases not complying with the standards and policies of the jurisdictional authority must follow the following procedure before initiating the proposed purchase:

Standards - Software: All Accounts

Software purchases for any device must comply with the standards and policies of the jurisdictional authority. Compliance can be checked with the Systems Analyst prior to initiating the purchase. Any software purchases that are not subject to the policies and standards of a jurisdictional authority must be approved by the Managing Director (who will consult with the Systems Analyst) prior to initiating the purchase. Individuals wishing to make software purchases not complying with the standards and policies of the jurisdictional authority must follow the following procedure before initiating the proposed purchase:

Asset Management

  • Ownership of the property rests with the jurisdictional authority that administers the account.
  • The item(s) will be stickered with the jurisdictional authority’s property sticker or Internal Medicine property label.
  • The equipment must be disposed of in a manner consistent with the jurisdictional authority’s established policies and procedures.

Guidelines - Information Technology Account

  1. The source of funding is departmental overhead transferred from the University Medical Group (UMG) to the University of Manitoba (127408-340900-1100).
  2. Equipment is purchased out of this fund for:
    1. GFTs;
    2. direct support staff of GFTs (eg. administrative assistants; secretaries, etc.);
    3. administrative staff in the Department. This includes the Process Redesign Group and Transcription Services.
  3. Standalone printers are not purchased unless approved by the Managing Director.
  4. Unless approved by the Managing Director, equipment is not purchased for clinical or research purposes.
  5. Unless approved by the Managing Director, the fund does not purchase equipment for clinical or research staff.
  6. The annual budget is $108,000 or as established by the Managing Director.
  7. Replacement equipment is ordered on an annual basis for all sites by the Systems Analyst.
  8. Monitors are not replaced unless defective.
  9. Site requirements and policies are adhered to.
  10. Purchasing procedures, inventory control and asset disposal are consistent with University of Manitoba policies and procedures.