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HomeMy WebLinkAboutF03.0 Software Acquisition �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- SOFTWARE ACQUISITION SECTION. F NUMBER: 3.0 PREPARED BY- Information Technology REVISED DATE: 02/01/2014 PAGE: 1 of 3 PURPOSE 3.1 The purpose of the Software Acquisition policy is to define a consistent process in selecting commercially available and open source software. POLICY 3.2 PURCHASING 3.2.1 The City uses only commercially available and open source software. Some customization of commercial software by the software vendor is allowed. The only in-house or totally custom development done in the City is for Web sites and Geographical Internet Services (GIS). 3.2.2 In all software purchases, the City's established purchase procedures shall be followed. 3.3 BUDGETING Computer hardware and/or software acquisition, along with any necessary training should be included at budget time. Contact the IT Department for pricing through approved vendors. IT will also provide pricing for technical support and installation fees, if applicable. Software purchases will be charged to the department's appropriate cost center. 3.4 APPROVAL 3.4.1 All software purchases and outsourced application arrangements must be approved by IT. 3.4.2 For departments with a technical services division the Technical Services manager can approve software that will be installed on desktop computers only. Software purchases that will be installed on a file server, all outsourced applications (ASP) arrangements requiring a signed contract, Office, groupware, and messaging software must be approved by Information Technology. �'l3llRl�ll `Y 111CJ- 1' E A S CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- SOFTWARE ACQUISITION SECTION. F NUMBER: 3.0 PREPARED BY- Information Technology REVISED DATE: 02/01/2014 PAGE: 2 of 3 3.4.3 All new software installed on any computer must be registered with IT. This includes each new instance of an operating system installed on a server or virtual server and any software or operating system that is moved from one device to another. 3.4.4 The IT Department will not provide support for software that has not been approved by IT prior to purchasing. 3.5 REGISTRATION When registering software with the vendor and when installing software the software must be registered in the name of the City and the department in which it will be used. Software shall not be registered in an individual's name.All software installation media and licensing documents must be registered and stored at the IT office. 3.6 INSTALLATION 3.6.1 All software must be installed by IT personnel or the technical services staff in departments with technical services staff. 3.6.2 Vendors providing hardware with pre-installed software must also provide installation media and licensing documents where applicable. 3.6.3 Contractors with the City of Grapevine using computer programs for completion of contracted projects must provide all applicable computer data in a form compatible with City hardware/software specifications. 3.6.4 Original installation media and licenses are kept at the Information Technology office. 3.7 AUDITING The IT Department will conduct an annual audit of all City computers to ensure that the City remains in compliance with all software licenses. Surprise or spot audits may be conducted at anytime. During any of these audits, the IT personnel will search for computer viruses and unauthorized software, eliminating any that may be found. CITY OF GRAPEVINE ADMINISTRATIVE POLICY SUBJECT- SOFTWARE ACQUISITION SECTION. F NUMBER: 3.0 PREPARED BY- Information Technology REVISED DATE: 02/01/2014 PAGE: 3 of 3 Discrepancies will be reported to the Director of IT, and the appropriate Department Head. Employees shall cooperate when an audit is conducted.