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Internal Management Memoranda

EFFECTIVE DATE: December 1, 1993

INTERNAL MANAGEMENT MEMORANDUM NUMBER: 6C1-6.40-11 (Revised)

SUBJECT: IFAS; Information Resource Acquisition Process

1. Guidelines and Definitions:
   1. Technology Types: The technology types to be used in classifying new acquisitions are:
      1. Information Resources means data processing hardware, software, services, supplies, personnel, maintenance, and training.
         Examples are:
         • Data processing devices, services, costs, functions, etc.

         • Computers, peripheral devices.

         • Software, programs.

         • Terminals, workstations.

         • Wordprocessors and office automation.

         • Controllers.

         • Networks, LANs.

         • Related expenses, personnel, data processing charges, maintenance, subscriptions, site costs, etc.

      2. Communications Resources means any transmission, emission, and reception of signs, signals, writings and images by wire, radio, optical, or other electromagnetic systems and includes all equipment owned, leased, or used by agencies of state government.
         Examples are:
         • Telephones and telephone service.

         • Video Communications, equipment and software.

         • Data Communications, equipment and software.

         • Radio Communications and equipment.

         • Television and equipment (TV camera, records, and monitors)

         • Facsimile Communications equipment.

         • Intercom Systems.

         • Pagers (Paging receivers and systems).

         • Radio and Television Broadcast equipment.

   2. Application: The term "application" has been defined by Board of Regents policy to correspond with the State program components of the Legislative budgetary process.
      • Instruction & Research
      • Non-Instruction & Research

   3. Issues: There are two information and communications resources "Issues":
      1. General Support - Costs associated with the operation and maintenance of information and communications resources systems or functions, plus information and communications resources systems, equipment, and support acquisitions which cost less than $60,000. Examples include cost-to-continue items such as personnel costs, services, maintenance, repairs, supplies, leases, rentals, and other routine expense items, as well as equipment, software, etc.

      2. Major Projects - Information and communications resources systems, equipment, and support acquisitions which have a total cost of $60,000 or more.

   4. Special Requirements: Information technology resources and communications resources acquired primarily through contracts and grants funds and used exclusively for research and/or experimental purposes are exempt from the information resource planning process but still have approval requirements (see Approval of Research Exempt Acquisitions for details).

   5. Compatibility with other systems, data centers, and FIRN:

      Office Automation systems: IRC Rule 27H-800.04 requires that computer-related wordprocessing systems must be able to "communicate" with the host data center and pertinent computing facilities that function in the day-to-day operational activities of the agency.

      FIRN: Section 28, Chapter 87-247 F.S., requires all electronic data processing equipment and software must be compatible with the Florida Information Resources Network (FIRN).

      DISOSS: Chancellor's Memorandum CM-85-03.1 requires dedicated administrative wordprocessors and microcomputers functioning primarily as administrative wordprocessors must be compatible with DISOSS, as well as DIA/DCA standards. Object Code: The Requisition to Purchase, Form PUR 300, must be assigned an object code. These codes are recorded in the central accounting system and will be used at year end to assist with preparation of the Annual Performance Report. Correct use of object codes will significantly reduce the time and effort required to prepare the Performance Report. A list of current object codes appears on the back of the IRR/v.5.

2. Information Technology Resources:
   1. Acquisitions costing less than $20,000 do not need an IRR/v.5 form and do not need approval of the IFAS Information Resources Management Coordinator (IRMC).

   2. Acquisitions costing $20,000 or more, but less than $60,000 must include an IRR/v.5 form and must be approved by the IFAS IRMC and the University Information Resource Manager (IRM).

   3. Major Project Approvals

      Acquisitions of computer hardware and software which cost $60,000 or more must be approved prior to acquisition by the IFAS IRMC, the University IRM, the Board of Regents IRM, and the Department of Education. (Forms attached)

      "Sole Source Certifications" for information and communications resources must be approved by the Purchasing Division prior to being submitted to the IFAS IRMC.

3. Communications Resources:
   1. Requests for telephone equipment or service, regardless of cost, must be accompanied by a completed Telephone Service Request (TSR) Form and must be approved by the UF Telecommunications Office, Physical Plant Division.

   2. Acquisitions costing less than $3,000

      Communications resources purchases which cost less than $3,000 do not need an IRR/v.5 Form and do not need approval of the IFAS IRMC.

   3. Acquisitions costing $3,000 or more

      Communications resources purchases which cost $3,000 or more must have an IRR/v.5 form attached to the requisition and be approved by the IFAS IRMC, and the University IRM prior to being sent to the UF Telecommunications Office, Physical Plant Division. These requirements are in addition to all other rules and requirements of Purchasing, Physical Plant and the Division of Communications (Department of General Services).

   4. Requests for communications resources will be reviewed by IFAS Purchasing Office for compliance with rules and regulations of the Division of Communications, Department of General Services.

4. Plan Amendment Policy

   Amendments are restricted to a total acquisition/system cost in excess of $500,000 or more.

5. Research Exempt Policy

   Information technology resources and communications resources acquired primarily through contracts and grants funds and used exclusively for research and/or experimental purposes are exempt from the IRM process except for the following:

   1. Hardware and software acquisitions which cost $20,000, but less than $60,000 must be approved by the IFAS IRMC and the University IRM.

   2. Hardware and software acquisitions which cost more than $60,000 must be approved by the IFAS IRMC and the University IRM, the Board of Regents IRM and the Department of Education.

   3. "Sole Source Certifications" for inforamtion and communications resources must be approved by the Purchasing Division prior to being submitted to the IFAS IRMC.

6. Approval of Gifts and Donations

   The Gift/Donation rules of the Information Resource Commission are as follows:

   ANY GIFT OR DONATION WHICH REQUIRES $2,500 OR MORE IN STATE SUPPORT IN ANY YEAR MUST BE APPROVED IN ADVANCE BY THE IRC.

   Include the following information:

   1. DESCRIPTION STATEMENT...fully describe:
      • The gift or donation

      • The donor

      • The circumstances, conditions and terms or constraints

      • The current market value

      • The impact of the gift on your program and college

      • Planned use of the items to be received

   2. ECONOMIC IMPACT STATEMENT...A complete financial analysis:

      Estimate of initial and annual costs to the University as well as anticipated savings, if any

      • Operational and support personnel required

      • Maintenance

      • Transportation, installation, and start-up costs

      • Utilities and impact on utilities systems

      • Site preparation and new space requirements

      • Other related needs and costs

      If the gift or donation has not been included in the approved Strategic Plan, a Major Project form must be completed and attached with the Economic Impact Statement.

7. Foundation Purchases

   Acquisitions from Foundation or other private funds are subject to the same rules and requirements as all other information and communications resources purchases or payments.

   NOTE: Information technology and communications resources purchased from private funds but maintained/operated with State funds are subject to the Gift/Donation rules.

8. Surplus Property

   Surplus information and communications equipment which cost $100,000 or more and which cannot be used as a trade-in must be made available to other state agencies. The Information Resource Commission must be notified 120 days prior to the date the surplus equipment will become available for transfer. Maintenance agreements or service contracts must be retained for at least 120 days after notification has been sent to the IRC or until transferred to another agency.

9. Scientific and Research Equipment Procedures.
   1. Policy

      Scientific, research, medical, and technical equipment/instrumentation, (1) which includes an embedded processor or an attached computer that is integral to the system, and (2) whose intended function does not include general purpose computing, may be exempt from the provisions of Chapter 240, Florida Statutes, providing that the primary instrument or system cannot function as designed without the attendant processor or computer.

   2. Procedures

      A unit wishing to have a purchase of equipment declared exempt from Chapter 240, Florida Statutes, as described above, should attach the following items to the Requisition:

      1. Documentation which clearly describes:
         • the equipment/system being purchased

         • the processor computer equipment included therein

         • the purpose and operation of the system and the processor/computer's role.

      2. A letter, signed by the unit administrator, which approves the acquisition and declares that the embedded processor or accompanying computer is:
         • integral to the purpose and operation of the instrument or system,

         • will not be used for any purpose other than the operation of the instrument or system.

   3. Approval

      The requisition and the attached documentation must be sent to the IFAS IRMC and University IRM, for approval. The signed approval of the University IRM will authorize Purchasing to process the requisition. Requests which do not have the approval of the University IRM will be returned to the originating unit by Purchasing.

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