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High-Cost Information Technology Acquisition Review

The Berkeley campus acquires approximately $30 million in computer-related hardware, software, services, and supplies each fiscal year. In order to understand this substantial investment, optimize the use of campus funds, and provide value to people purchasing computer-related items, acquisitions costing $100,000 or more are reviewed by the Chief Information Officer before a purchase order or contract can be issued.

Items costing $100,000 or more to be reviewed include:

  1. Hardware purchases;
  2. Software purchases;
  3. Maintenance/Support renewals;
  4. Agreements with consultants or professional service providers for IT work;
  5. Off-campus service arrangements (such as "business process outsourcing").

The two-page form for requesting a review can be found at the links above (PDF and Word versions).

A review form and supporting documentation should be submitted to Interim CIO Lyle Nevels as early in the procurement process as possible. IST will complete each review within 24 hours of receiving the review form.

The requirement for central review was put in place in 1977 and modified several times since then. As our computing environment becomes more complex and costly, the reasons for this review have expanded to include:

  1. Ensure that high-cost acquisitions are compatible with current campus standards and strategic technology directions;
  1. Identify opportunities for cost savings through aggregated purchases or use of campus recharge units;
  1. Ensure that "outsourcing" arrangements for web-based business processes meet campus security, privacy, and data management policies;
  1. Ensure that new administrative and student services systems that need review by the Administrative and Student Services Computing Subcommittee (ASSCS) are identified early in the development process and registered with the e-Berkeley initiative;
  1. Provide information to the Chief Information Officer and IST for planning central support services to meet new needs;
  1. Help e-Berkeley staff understand commonalities among research, teaching and learning, and administrative computing, and identify opportunities for sharing expertise;
  1. Provide information on companies that can deliver desired services, and/or ensure that sole source justifications are technically sound.

If you have questions, please call David A. Willson, 643-9677.

 

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