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Technology Approval Process

Information Technology Procurement Policies and Procedures
revised: 2006.10.19

The following procedures are the current operating policy:

1. Information Technology is defined in O.C.G.A. 50-25-1 and includes, but is not limited to telephone systems or services, computers, software, and consulting or other information technology projects or services.
2. No Request for Proposal (RFP), Request For Quote or Request For Qualifications (RFQ), Statement Of Need (SON), Request For Information (RFI), or Invitation to BID (ITB), affecting any technology development or application shall be published or issued without prior written approval of the Office of the Vice Chancellor for Information and Instructional Technology (IIT).
3. No contract may be executed nor may an award be made pursuant to one of the vehicles identified in item (1) of this policy without prior written approval from IIT, even if that vehicle was published prior to this policy's publication.
4. No technology system development, enhancement, or modifications (EXCEPT AS REQUIRED FOR COURSE DEVELOPMENT AND DIRECT INSTRUCTIONAL SUPPORT) shall be initiated without the written authorization of IIT. Authorization is not required for system modifications or other activities that are part of normal MAINTENANCE of an existing system.
5. All individual purchases and/or releases from current contracts involving technology resources over $100,000 shall require written IIT approval. Individual purchases that are below $100,000 but part of a larger initiative that will eventually total over $100,000 shall require written IIT approval. (Example: Purchases of microcomputers for various lab locations on a campus even if the purchases are for different buildings and from multiple fund sources.) It is not permissible to package multiple purchases for one system effort into smaller purchases to avoid the $100,000 threshold.
6. Any purchase of technology resources not covered by current contracts over $10,000 must have prior IIT approval.
7. Any purchase of software by an institution that necessitates an inbound data interface with any USG enterprise application must have prior IIT approval.
8. Institutions may be delegated institutional approval authority in excess of $100,000 for technology acquisitions at the written request of the President, or the Chief Business Officer and the Chief Technology Officer. In no case shall this exceed $250,000. Once written notification is received from IIT of delegated authority and the purchase limits, all delegated approvals must be signed by the Chief Information Officer with other approvals as deemed appropriate at the institutional level.
9. Institutions may renew existing hourly consultant agreements if these are used to maintain existing systems. Modifications or improvements to existing systems or the development of new systems is not included in this delegated authority except as required for course development or direct instructional support. Any renewal in excess of $100,000 must have an IT approval.
10. Institutions may renew existing software license agreements and maintenance agreements under existing software license agreements without IIT approval. Any renewal in excess of $100,000 must have an IT approval.;
11. Existing contracts for maintenance and support of hardware products may be extended for a period not to exceed 12 months without IIT approval.

To request approval for an initiative, enhancement, or modification or proposal the following information should be submitted:

1. The core business function being address.
2. The name and current information of the non-IT business unit manager whose unit will be the primary user of the initiative, enhancement, modification or proposal.
3. A brief synopsis of the business or technical problem being addressed or solved.
4. The justification of the approach chosen to address this problem, including a description of any alternatives seriously considered, and an explanation of why those alternatives were not pursued further.
5. A signed statement from the requesting manager stating that the purchase cost is inclusive of all activity for the project.
6. A detailed spreadsheet which delineates the costs and fund sources of each component of the proposal and a timeline for the anticipated expenditures. This requirement includes all consultants and salary costs for existing and new employees.
7. The proposal must have a signed endorsed by the Chief Information Officer of the institution and any approval exceeding $250,000 must also have the signed endorsement of the Chief Business Officer. Any request exceeding $250,000 will be reviewed at the System Office by both IIT and the Office of the Vice Chancellor for Fiscal Affairs.

Please submit all requests to:

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