Library: Policy

OKDHS:2-41-14. Acquisition of data processing equipment, software, and supplies

Revised 9-1-09

(a) Division support. The Data Services Division (DSD) provides support to the other divisions of the Oklahoma Department of Human Services (OKDHS) by assisting in the acquisition, installation, and maintenance of data processing hardware, software, and supplies. The requesting division must complete the wed-based Purchase Requisition Form Entry page located on the OKDHS InfoNet for all data processing purchases coordinated and approved by DSD to ensure purchases are compatible with the current data processing environment and consistent with the (Plan) and OKDHS standards.

(b) Disagreements. In those instances where the user division disagrees with the DSD recommendation, the issue is referred to the Information Services Division chief information officer (CIO). The CIO tries to resolve the differences by mutual agreement. If the differences are not resolved by the CIO, then the issue is referred to the OKDHS Director for resolution.

(c) Office automation. DSD coordinates development of office automation systems and ensures acquisitions and processes allow for interconnectivity of all equipment. OKDHS moves toward a total integrated system encompassing:

(1) word processing;
(2) electronic mail;
(3) host computer center communication;
(4) personal computing;
(5) communication;
(6) video teleconferencing;
(7) graphics;
(8) data update, storage, and retrieval; and
(9) mobile technology.

(d) Supplies. DSD:

(1) assists other appropriate divisions and units to ensure state contracts are available to cover needs for technology supplies that cannot be purchased through the standard office supply ordering process;
(2) provides input and assistance to the Department of Central Services for establishment of a statewide personal computer hardware contract; and
(3) secures non-encumbered contracts for other Local Area Networks (LANs) and Wide Area Networks (WANs) related hardware and software needs.

(e) Maintenance contracts. DSD establishes OKDHS maintenance contracts for data processing hardware and software including terminals, printers, personal computers, Channel Service Unit (CSU) and Data Service Unit (DSU) controllers, routers, hubs, servers, central site equipment, and all standard purchase software associated with the LAN or WAN and central site data processing.

(f) Hardware and software inventory. An inventory of all hardware and software installed statewide is maintained by DSD so that maintenance contracts for all OKDHS hardware and software are secured appropriately each year and to meet the annual state agency reporting requirement per OKDHS:2-41-12. All divisions are expected to forward a copy of receiving report documentation to DSD Enterprise Support Services for all hardware and software acquired. Any move, change, addition, or deletion of hardware or software is promptly reported. The inventory information maintained includes:

(1) purchase authorization number;
(2) manufacturer;
(3) model number;
(4) serial number;
(5) description;
(6) cost;
(7) warranty end date;
(8) location installed; and
(9) technical and network information.

(g) Hardware. DSD is responsible for:

(1) approving all purchase or lease of data processing hardware;
(2) having the necessary contracts available to expedite the ordering and provide standardization;
(3) preparing and coordinating bid documents, and reviewing all such documents which are prepared by users;
(4) completing the Purchase Requisition Form Entry Page on the OKDHS InfoNet for data processing hardware and sending it to the requesting user division for purchase authorization number, approval, and processing in those instances where non-DSD funds are used. This web-based document is submitted through normal processing channels to Support Services Division (SSD) Contracts and Purchasing; and
(5) coordinating delivery of hardware.

(h) Installation. DSD assists in the:

(1) installation planning and the acquisition of the resources for the installation of electronic data processing hardware and software and the installation of the hardware, software, and cabling necessary to provide LAN or WAN connectivity; and
(2) identification of necessary physical requirements for installation of electronic data processing equipment, such as electrical, air conditioning, and space. Users are responsible for all modifications, such as electrical modifications or changes necessary for the installation of their electronic data processing equipment.

(i) Maintenance service calls. All problems with supported LAN or WAN hardware and software are reported through the DSD Call Center. The Call Center logs the problem and places a trouble call with the appropriate DSD unit or contractor to resolve the problem.

(j) Data processing equipment moves. When it becomes necessary to relocate an office or data processing equipment within an office, planning and acquisition of the equipment and resources are initiated a minimum of eight weeks in advance of date of the required move, installation, or both.

(1) The OKDHS division or office requiring the move notifies the DSD Customer Relations and Support (CRS) assigned coordinator of the proposed move. The human services center (HSC) routes a move request to the area director and Field Operations Division (FOD) for approval. FOD coordinates the HSC move with DSD and any other affected divisions. This notification includes:
- (A) the physical locations the equipment is being moved from and to;
- (B) the equipment identification such as type of equipment, serial numbers, bar codes, and finding location of the equipment;
- (C) contact person name and phone number; and
- (D) network connectivity such as KIDS, and Human Resources Information System (HRIS).
(2) Acquisition of additional equipment or connectivity resources may be required for:
- (A) electrical capacity. Electrical capacity is reviewed to determine if additional capacity is required;
- (B) cabling. The relocating office must arrange the cabling with the wiring contractor, currently the OKDHS Support Services Division (SSD) Facilities Management Services Construction Unit. At least one month notification is normally required by the contractor prior to the installation date. The DSD CRS assigned coordinator is available to assist with planning;
- (C) network devices such as routers, hubs, CSU and DSUs are ordered at least eight weeks prior to the desired installation date by the relocating office with the assistance of DSD;
- (D) data lines. At least four weeks prior to the desired installation date, DSD arranges for the appropriate phone company to install the necessary data lines;
- (E) work stations. Work stations are ordered at least eight weeks prior to the desired installation date by the relocating office with the assistance of DSD; and
- (F) printers. Printers are ordered at least eight weeks prior to the desired installation date by the relocating office with the assistance of DSD.
(3) The relocating office is responsible for arranging for the packing, unpacking, transportation, and installation of all new and existing equipment.
(4) The relocating office must notify SSD Departmental Services Unit Asset Management and Accounting of the bar codes and serial numbers of all equipment which is acquired, moved, or both.

(k) Software. Responsibilities of DSD regarding software purchases include:

(1) reviewing and recommending software purchases, leases, or both;
(2) approving all computer software acquisitions prior to purchase;
(3) preparing the web-based document, Purchase Requisition Form Entry Page, to order the software and transmitting the paperwork to the respective division for purchase authorization number, approval, and processing in those instances where non-DSD funds are used;
(4) providing recommendations for training and consulting support on a standard set of software;
(5) providing recommendations for methods of obtaining installation support of all software;
(6) providing maintenance contracts for all supported software, when deemed necessary. DSD is not responsible for maintenance of programs developed and written by users, although it is available to provide technical support as feasible; and
(7) tracking all software licenses ensuring compliance with vendor copyright laws and licensing requirements.