Technology Purchase Approval Policy

1. Policy Statement and Purpose

To ensure the acquisition of compatible, secure, cost-effective, and strategically aligned technology resources, all proposed purchases of technology hardware, software, and related services must be formally reviewed and approved by the Technology Department prior to procurement.

2. Scope

This policy applies to all employees, departments, and contractors of the organization and covers all acquisitions of technology assets, regardless of the purchase price, funding source, or procurement method (e.g., direct purchase, lease, or subscription).

3. Definition of Technology Purchase

A "Technology Purchase" includes, but is not limited to, the acquisition of:

• Hardware: Desktop computers, laptops, tablets, servers, network equipment (routers, switches), mobile devices, printers, monitors, peripherals, and data storage devices.
• Software/Applications: New application licenses, cloud computing services (SaaS, PaaS, IaaS), software subscription services, and enterprise-wide software upgrades.
• Services: Technology consulting, development contracts, hosting services, and technical support agreements.

4. Purchase and Approval Procedure

All personnel wishing to procure a technology item or service must adhere to the following mandatory steps:

1. Submission: The initiating employee or department must complete and submit a Technology Purchase Request via the ML Work Order system.  The request must include:
2. • A detailed description of the item or service.
   • A clear business justification and intended use.
   • Quantity and estimated cost.
   • Proposed vendor or service provider.
   • You may also request the IT Department to provide purchasing support including determining vendors, setting up meetings or demos and procuring quotes.
2. Technology Department Review: The Technology Department will review the request to evaluate:
3. • Compatibility with existing infrastructure and systems.
   • Adherence to organizational security, data privacy, and compliance standards.
   • Strategic alignment with the organization’s long-term technology roadmap.
   • Cost-effectiveness and potential for consolidation with existing resources.
   • Technical support and maintenance feasibility.

You will receive a response indicating approved, rejected, or pending further review within 5 business days.

3. Approval and Documentation:
4. • Approved: If the purchase is approved, the Technology Department will issue an approval email with relevant information including quotes and purchasing support if requested.
   • Rejected/Modified: If the request is rejected or requires modification, the Technology Department will provide a written explanation and, where appropriate, propose a standardized or alternative solution.
4. Procurement: No purchase order or contract for technology items or services may be finalized, and no funds may be committed, until approval from the Technology Department has been received.

5. Compliance and Enforcement

Any technology item or service purchased without the prior, written approval of the Technology Department will be considered a violation of this policy. Unapproved items:

• May not be eligible for installation, configuration, support, or maintenance by the Technology Department.
• May be required to be removed from VBPS and its networks at the expense of the requesting department.
• The requesting department will be held financially responsible for the full cost of any unapproved, non-standard, or non-compatible equipment.