A. Purchases for city purchased hardware and software can be made at any time; however, the most desirable is at annual budget request time.
B. Purchases require the requesting department to complete the request for IT equipment and services form with required signature approvals.
C. With department head and IT approval certain computing equipment and software may be purchased by the department. Please see http://insider/ for current list of approved hardware and software. All such purchases shall comply with all current city purchasing policies and procedures.
D. IT shall approve all purchases of computing equipment that will connect to the city network, be locally loaded with city business applications, or, for printers, be maintained under the city printer/copier maintenance contracts. IT shall approve all purchases of software that are considered a city business application, are accessed via the city network, or are shared by multiple departments.
E. For purchases made through IT, funds will be added to the requesting department's IT budget or charged to the department's account.
F. On a monthly basis, IT will make a list of funds to be transferred to IT to cover intrayear requests for city IT purchases and submit it to the comptroller for the appropriate journal entries.
G. The cost of software provided by the city, but purchased using an employee's personal account (such as mobile apps), may be required to be reimbursed by the employee to the city when the employee leaves city employment, unless otherwise approved by the CAO.
H. City purchased desktop or mobile software may be installed on privately purchased hardware for city business purposes as approved by department directors.
I. Private purchases for hardware and software used for city business, such as apps for iPads, speakers, and language learning software, may be made by an employee at any time and from any vendor and installed on city purchased hardware as approved by department directors (see policy 1430 of this title). The city will not reimburse for such private purchases. City resources shall not be used in making private purchases.
J. All city purchased computer equipment and software is eligible for city technical support. Technical support of personally purchased computer equipment and software used by city employees for personal or city business is the responsibility of the individual and not the city unless authorized by the director of management services or CAO. (See policy 1460 of this title.)
K. Purchasing division has the responsibility to put in place such controls as are necessary to meet the policies outlined for the purchasing of computer software and hardware. All city provided hardware and software purchases must comply with Ogden City's purchasing procedures.
L. Because technology changes rapidly this policy is subject to revision at any time. (Eff. 10-3-2013)