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Policy Title: Hardware/Software Maintenance and Replacement Funding Policy ID: IT-13 Origination Date: April 29, 2015 Update Date: July 13, 2016 Legal Approval: Department Director Approval: Division Manager Approval: IT13-1 Policy It is the policy of Ogden City Corporation to appropriately maintain and replace City purchased computer equipment and software by clearly assigning funding responsibility to departments. IT13-2 Policy Purpose The purpose of this policy is to establish standards for funding maintenance and replacement of City purchased computer hardware and software. IT13-3 Evidence of Compliance Funding for maintenance and replacement of City purchased computer hardware and software happens in an organized and clear fashion. IT13-4 Policy Procedures 1. Hardware a. Infrastructure Hardware - I.T. shall fund maintenance and replacement of equipment such as servers, SAN, switches, and routers through the I.T. budget, CIP projects, and/or grants. b. Desktop/Laptop/MDT Computers – I.T. shall fund maintenance and replacement of this equipment through the I.T. budget Tiering account, as funded by the City. Department directors shall determine, with the assistance of I.T., what equipment to be replaced and when to replace it. Departments may also fund replacement of this equipment through department budgets, CIP projects, and/or grants when City tiering funding in the I.T. budget is not adequate. c. Pad/Tablet Mobile Devices - I.T. shall fund maintenance and replacement through the I.T. budget Tiering account, as funded by the City. Department directors shall determine, with the assistance of I.T., what equipment to be replaced and when to replace it. Departments may also fund replacement of this equipment through department budgets, CIP projects, and/or grants when City tiering funding in the I.T. budget is not adequate. d. Printers – City printers are maintained and replaced as part of a contract with a third party vendor. Each department funds maintenance and replacements of its printers through a quarterly assessment from I.T. e. Copiers/Scanners/Readers – City copiers that are maintained and replaced as part of a contract with third party vendor are funded by each department through a quarterly assessment from I.T. Copiers, scanners, and readers that ---PAGE BREAK--- are not maintained and replaced through the third party vendor contract are the responsibility of each department to maintain and replace. f. Miscellaneous Hardware Equipment – Other hardware equipment such as fingerprint machines, smart cards, air cards, and city provided mobile phones are maintained and replaced by individual departments. 2. Software Maintenance a. Operating and System Software Maintenance - Shall be managed, maintained, and funded by I.T. through the I.T. budget. b. Application Software Maintenance - Shall be managed by I.T. and shall be funded by I.T. through the transfer of general fund monies to the I.T. budget as directed by City Administration and Comptrollers. 3. Software Replacement a. Operating and System Software Replacement – Replacement shall follow City Technology Governance procedures, is managed by I.T., and shall be funded by I.T. through the transfer of general fund monies to the I.T. budget as directed by City Administration and Comptrollers. b. Application Software Replacement – Replacement shall follow City Technology Governance procedures, and shall be funded by departments through department budgets, CIP projects, and/or grants. 4. All Project Requests will include itemized hardware acquisition, hardware maintenance, software acquisition, and software maintenance proposed costs, and will also include hardware life expectancy and software life expectancy estimates in years. 5. Annually, in July, I.T. will provide to each department a list of hardware and software they are responsible to maintain and/or replace along with their associated life expectancies. Departments shall plan appropriately for these future maintenance and replacement costs. IT13-5 Enforcement: Any employee found to have violated this policy may be subject to disciplinary action up to and including termination of employment.