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Electronic and Information Technology (E&IT) Procurement Implementation Plan
California Polytechnic State University, San Luis Obispo
September 14, 2007
PDF Version of the Plan
Table of Contents
- Introduction
- Component 1: Research, evaluation, documentation, verification where appropriate, and determination of exceptions related to E&IT.
- Component 2: Process for determining Undue Burden and Fundamental Alteration
- Component 3: Procedures for providing equally effective alternative access for EI&T acquisitions that are approved for exceptions or that are not yet subject to the E&IT accessibility procurement process.
- Component 4: A communication process and training plan to educate the campus community about Section 508 procurement requirements and the established procedures
- Component 5: An evaluation process to measure the effectiveness of the plan
- Component 6: The identification of roles and responsibilities associated with this process.
- Component 7: Milestones and timelines that conform to dates required by Coded Memo AA 2007-05
Component 7: Milestones and timelines that conform to dates required by Coded Memo AA 2007-04
| Required Timeline | Due |
|---|---|
Submission of E&IT Procurement Plan |
9/14/07 |
Develop and Implement E&IT Procurement Procedure for acquisitions greater than $50,000. |
9/1/07 |
Develop and Implement E&IT Procurement Procedure for acquisitions greater than the current Low Value Procurement Procedures (LVPP). P-Card purchases exempted |
9/1/08 |
Develop and Implement E&IT Procurement Procedure for all acquisitions greater than LVPP, including P-Card. |
9/1/09 |
Develop and Implement E&IT Procurement Procedure for acquisitions less than or equal LVPP. |
9/1/10 |
NOTE: Timelines for 2008-10 will be modified based on lessons learned in 2007-08. They may be subject to change based on CSU efforts to address issues such as purchases using the P-Card.
September 1, 2007 Milestone
Develop and Implement E&IT Procurement Procedure for acquisitions greater than $50,000.
| Task | Timeline | Responsible Party |
|---|---|---|
Introduce of ATI and Software Decision Process for software purchases exceeding $5,000 in TCO (Total Cost of Ownership) |
March 2007 |
C&PS, ITS |
Identify E&IT Campus Compliance Officer |
June 2007 |
VP/CIO |
Submit E&IT Procurement Plan |
9/14/07 |
VP/CIO & C&PS |
Implement E&IT Procurement Procedure for acquisitions greater than $50,000 (NOTE: Process is already in place but needs to be documented.) |
9/1/07 |
C&PS, ITS |
Document 508 Procurement Plan, Policy, Procedures for E&IT Acquisitions Exceeding $50,000, etc., and Post on Campus Procurement Website with links from Campus Accessibility and IT Policy Websites |
9/30/07 |
C&PS, ITS |
Document standards and practices for developers of Web-sites and Web-based applications and services |
9/30/07 |
ITS |
Discuss with President’s Management Staff |
September |
VP/CIO |
Discuss Plans with Campus Constituent Groups |
Fall 2007 (Sept/Oct) |
VP/CIO & ATI Team |
Develop and Disseminate Campus Announcements, e.g., mass emails, Cal Poly Report, regular mail, etc. |
10/1/07 |
C&PS, ITS |
Section 508 and VPAT Training for CSU Buyers and E&IT Campus Compliance Officers |
Fall 2007 (Oct/Nov) |
CSU |
Conduct Open Forums and Informational Sessions |
Quarterly - Dates TBD |
C&PS, ITS |
Consult with Users/Requestors, LAN Coordinators, and Departments on specific procurements |
Ongoing |
C&PS, ITS |
Develop FAQs based on input from campus |
Ongoing |
C&PS, ITS |
Develop Training Program and Materials based on identified campus needs |
TBD |
C&PS, ITS |
Develop Hardware Decision Process modeled on Software Decision Process, e.g., Checklist for E&IT Hardware Purchases, and decide if more checklists or documentation is needed for other type of E&IT purchases, e.g., multimedia, telecommunications, etc. |
3/1/08 |
ITS |
September 1, 2008 Milestone
Develop and Implement E&IT Procurement Procedure for acquisitions greater than LVPP which is currently defined as $3,500. P-Card purchases are exempted.
| Task | Timeline | Responsible Party |
|---|---|---|
Based on lessons-learned from 9/1/07 process, start developing pilot |
3/15/08 |
C&PS, ITS |
Create documentation |
4/1/08 |
C&PS, ITS |
Start training process |
4/15/08 |
C&PS, ITS |
Start pilot |
5/1/08 |
C&PS, ITS |
Evaluate pilot |
7/1/08 |
C&PS, ITS |
Fine tune process based on pilot |
7/15/08 |
C&PS, ITS |
Develop forms, procedures, instructions, training, and communications |
8/1/08 |
C&PS, ITS |
Develop communications and training plan |
8/15/08 |
C&PS, ITS |
Start working on centralized data base of conforming products |
8/15/08 |
C&PS, ITS, CSU |
Implement new procedure |
9/1/08 |
C&PS, ITS |
September 1, 2009 Milestone
Develop and Implement E&IT Procurement Procedure for all acquisitions greater than LVPP which is currently defined as $3,500, including P-Card.
| Task | Timeline | Responsible Party |
|---|---|---|
Work with CO, P-card holders and CFO on process |
5/15/09 |
C&PS, ITS |
Create proposed process |
6/15/09 |
C&PS, ITS |
Conduct focus groups |
7/1/09 |
C&PS, ITS |
Evaluate comments from focus groups |
7/15/09 |
C&PS, ITS |
Fine tune process based on pilot |
7/15/09 |
C&PS, ITS |
Develop forms, procedures, instructions, training, and communications |
8/1/09 |
C&PS, ITS |
Centralized data base of conforming products |
8/1/09 |
CSU |
Develop communications and training |
8/15/09 |
C&PS, ITS |
Implement new procedure |
9/1/09 |
C&PS, ITS |
September 1, 2010 Milestone
Develop and Implement E&IT Procurement Procedure for acquisitions less than or equal to LVPP which is currently defined as $3,500.
| Task | Timeline | Responsible Party |
|---|---|---|
Work with CO, credit card holders and CFO on process |
5/15/10 |
C&PS, ITS |
Create proposed process |
6/15/10 |
C&PS, ITS |
Conduct focus groups |
7/1/10 |
C&PS, ITS |
Evaluate comments from focus groups |
7/15/10 |
C&PS, ITS |
Fine tune process based on pilot |
7/15/10 |
C&PS, ITS |
Develop forms, procedures, instructions, training, and communications |
8/1/10 |
C&PS, ITS |
Centralized data base of conforming products |
8/1/10 |
CSU |
Develop communications and training |
8/15/10 |
C&PS, ITS |
Implement new procedure |
9/1/10 |
C&PS, ITS |