Policy Text
Page 1 of 3 10/03 (REV 1/89)
Acquisition of Computer Equipment
The purpose of this General Order i s to establish a procedure f or requesting computer
equipment. I. Purpose
A. The proliferation of computer equipment in the Sheriff’s Dep artment and
the differing methods of acquisi tion require that requests for equipment be
coordinated and controlled. Cent ralized coordination regarding computer
equipment procurement is necessary to ensure:
1. Proper inventory control of all equipment. 2. Procurement processes follow appropriate channels. 3. Sharing of resources is maximized. 4. Duplication of expenditure o r resources is minimized.
5. Consideration of a lternative solutions.
6. Plans exist for provisions fo r maintenance and service suppo rt.
7. Efficacy of the request.
II. Scope
A. Computer equipment covered by this Order includes, but is no t limited to:
1. Central processi ng units (CPU’s).
2. CRT terminals, printers, and other peripheral devices.
3. PCs and other m icrocomputers.
4. Computer components such as di sk drives, expansion boards,
emulation boards, and adapter cards.
5. Word processors.
B. Level of approval required . If in doubt about which case app lies, contact
the EDP coordi nator at 440-5277.
1. Computers and terminals connect ed to the County mainframe.
a. Requests collated by the secr etary/chairman of the SSD
Information Systems Steering Committee, reviewed by the
committee for recommendati ons to the Undersheriff,
approved or changed by the Undersheriff, and forwarded to AFA for funding approval as a pa rt of the fiscal year cycle.
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2. Stand-alone PCs.
a. Same as above, except for cases under 3 and 5 indicated
below.
3. Equipment acquired through a sset seizure or unclaimed proper ty.
a. Directed by EDP coordinator with the concurrence of the
Chief Deputy for Special Services.
4. Computer components.
a. Concurrence of EDP coordinator.
5. Equipment acquired through grant funding.
a. Concurrence of EDP coordinator.
III. Procedures
A. All requests for computer hardware will be sent to the SSD I nformation
Systems Committee by way of the Committee’s secretary/chairman. The
departmental EDP Coordinator, Techni cal Services Division, serv es in this
capacity. This includes any r equest for appropriation of unclai med
computer equipment from the Pro perty Warehouse and equipment
acquired through the asset seizu re process. The EDP Coordinator will
confirm the appropriateness and feasibility of the request, cha nnel the
request into the proper direction, and monitor the progress of the request.
Proper direction for hardware requests depends upon whether acq uisition
is to be made through the normal fiscal year funding cycle or o utside the
cycle.
1. Fiscal Year Budgeting.
a. Equipment to be funded through fiscal year budgeting, such
as CJIS terminals, HOBO te rminals, and PCs, will be
forwarded by the EDP Coordina tor to the SSD Information
Systems Steering Committee. The Committee will evaluate
the requests and submit them to the Undersheriff with
recommended priorities. Over the Undersheriff’s signature,
the equipment request packages are then forwarded to the
Administration and Finance Agency, separately from the
overall departmental budget r equest, for approval and
funding. The deadline for submission of request to the committee is December 31 each year, but requests may be
initiated at any time throughout the year.
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2. Other than Fisca l Year Budgeting.
a. In addition to normal fisca l year budgeting, computer
hardware may also be acquir ed through grant funding, asset
seizure, or from unclaimed property. Assignment of confiscated and unclaimed com puter property, or purchase
of hardware with seized monet ary assets, is coordinated
through the EDP Coordinator with the concurrence of the
Chief Deputy of Special Servic es. In the case of hardware to
be purchased with grant funding for seized monetary assets, the EDP Coordinator must be informed of intended purchase
so that the considerations listed under background above
may be addressed prior to the requestor’s ordering of the
equipment.