Computer Hardware and Software

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Policies
Policy: Computer Hardware and Software
Policy Nr: Sec 10 - 01
Target Review Date: 2020-12-31
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 Digital Health 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. Note that encryption of both hard drive and antivirus are required on both desktops and laptops. Laptops are governed by the Portable Electronic Device Policy.

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 consult with the Systems Analyst prior to making the 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 consult with the Systems Analyst prior to making the 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 securely disposed of in a manner consistent with the jurisdictional authority’s established policies and procedures.
Discuss.gif
  • "jurisdictional authority" is who, WRHA vs U of M or what? Can you put a link to their policies and procedures?
    • Tom-there are no written policies/procedures for WRHA/Shared Health so in this case it's better to leave it out
      • ...or if it is a meaningless phrase we could take it out? User:Ttenbergen 14:43, 2020 June 10 (CDT)

Procurement Instructions/Process

Purchase computer hardware and software

Guidelines - Information Technology Account

  1. The source of funding is departmental overhead from the University Medical Group (UMG) for purchases of Digital Health computers and department overhead transferred to the University of Manitoba IT account (127408-340900-1100) for purchases of U of M equipment.
  2. Note that as per Digital Health/Shared Health policy, equipment is not replaced unless it has a hardware problem.
  3. The department follows Digital Health/Shared Health policy with respect to replacement of computer equipment at U of M. This means equipment is not replaced unless it has a hardware problem.
  4. Once equipment is replaced on the Digital Health network, it is replaced every five years. Equipment is leased and the department is billed for both leasing and support costs from Digital Health.
Discuss.gif That seems contradictory to higher up. Is it replaced every 5 years or only when it has a hardware problem? User:Ttenbergen 14:05, 2020 July 3 (CDT)
  1. Equipment and support costs are paid out of the above monies for:
    1. GFTs;
    2. Direct support staff of GFTs (eg. administrative assistants; secretaries, etc.);
    3. Administrative staff in the department. This includes Transcription Services, the Accuro Clinic Support Team and the Methods, Standards and Innovation Team.
  2. Unless approved by the Managing Director, standalone printers are not purchased.
  3. Unless approved by the Managing Director, equipment is not purchased for clinical or research purposes.
  4. Unless approved by the Managing Director, the fund does not purchase equipment for clinical or research staff.
  5. The annual budget is as established by the Managing Director and/or Finance Manager.
  6. Replacement equipment for all sites is ordered when there is a hardware problem as per Shared Health policy. For University of Manitoba computers, Shared Health policy is followed.
  7. Monitors are not replaced unless defective.
  8. Second monitors are not purchased for GFT's.
  9. Speakers are not purchased on the IT account.
  10. Apple products are not purchased on the IT account.
  11. Site requirements and policies are adhered to.
  12. Purchasing procedures, inventory control and asset disposal are consistent with University of Manitoba policies and procedures.

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