Number: IT 100
Effective: December 1, 2016
Department: Information Technology
Last Revision: December 19, 2016


To provide a framework for the procurement of all IT hardware, software, and any externally-hosted systems or software for CWI.


Applies to the procurement of all IT hardware, software and any externally-hosted systems or software.


User: Anyone who uses CWI’s information technology resources, even if they have no responsibility for managing the resources. This includes students, faculty, staff, contractors, consultants, and temporary employees.


CWI has established standards for desktop software, operating systems, computer networks and computer hardware and peripherals. This standardization is essential as it allows CWI’s IT Department to provide quality service. The main benefits are:

  • IT support staff are familiar with hardware and peripherals, thus speeding up fault finding.
  • The IT Department is able to stock standard spares in order to reduce down time.
  • Network, software and hardware installations are planned and coordinated centrally by experienced network engineers.
  • CWI is able to recruit IT staff with relevant skills. This policy outlines the procedures that must be in place to achieve these benefits and to ensure the purchase, delivery and installation of IT equipment is coordinated successfully. This policy has been developed in conjunction with CWI’s Administration and Business Office.


The IT Department is the sole authority for placing orders for IT software and hardware on behalf of CWI regardless of the source of funding. All IT-related purchases must have full approval and authorization prior to requisitioning. All IT-related hardware and software will be specified by IT. Hardware and software cannot be purchased without approval by IT. All equipment or software purchase requests, whether as individual items or as part of a larger project, must be sent to IT which will process the request pursuant to this policy.

  • The IT Department will determine whether to approve, decline or amend the requirements for the purchase of the equipment.
  • If an equipment or software purchase request is declined or changed, the IT Department will provide a brief explanation to the requesting manager. The IT Department will keep the requesting manager informed of the decision and the outcomes if ordered.
  • If the equipment purchase request is approved, with or without changes, IT will order the equipment directly from CWI’s suppliers. Where an equipment purchase is authorized and ordered, an installation window will be proposed; however this may change according to IT priorities.
  • The IT Department has a standard set-up procedure for new hardware, software and systems. This procedure ensures the equipment is configured correctly and that all IT security measures are addressed. This procedure includes the setup of passwords, anti-virus software, security marking the equipment and adding it to the CWI asset management database;
  • The IT Department will not install software or hardware unless it has been involved in the specification of both. Hardware and software may not be installed by non-IT staff.
  • The IT Department will ensure that all of CWI’s policies, procedures and SOPs are followed when setting up software and hardware.
  • Installation of replacement equipment will be given priority over new equipment in order to maintain continuity of the existing service.
  • This policy may be reviewed and updated at any point depending upon current strategy.
  • Further information on this policy can be obtained from the IT Department

External IT Purchasing 

External IT Services include: hosting of software, accessing third party software (except via the internet), maintenance/support services and any other third party supplied IT related service.

  • All requests for External IT Services must be submitted to the IT Department.
  • The IT Department is the sole authority for placing orders for External IT Services
  • The IT Department will make a decision whether to approve, decline or amend the requirements for purchasing of these services.
  • If External IT Services are declined or changed, the IT Department will provide a brief explanation to the requesting manager for the decision. The IT Department will keep the requesting manager informed of the decision and the outcomes if ordered.

Substantial IT Investment

  • Purchases involving substantial IT investment (>$50k) must be authorized by the IT Department.
  • The IT Department MUST be consulted as part of the Business Case preparation as they will advise on the best solution and ensure that it meets user requirements, represents the best value for the money, is compatible with current CWI infrastructure requirements and fits with the overall CWI strategy.
  • Funding for projects of this size must have been budgeted and authorized prior to submission to the IT Department for approval.
  • Once the IT Department has approved the proposal and prioritized the work accordingly, IT will manage the implementation of both hardware and software utilizing standard project management methodology.
  • In all cases, the IT Department must be represented on any project/program for investments of this nature.

Computer Replacement

  • CWI has a five-year replacement policy for desktops and laptops.
  • A standard range of equipment is available; however, special needs may be accommodated. Special requests for non-standard or additional equipment should be made to the IT Department. Requests will be considered on an individual basis provided that no equivalent specification is available from standard equipment.
  • Employees are limited to a single desktop PC. If the employee needs to be out of the office for periods of time, a laptop can be provided instead of the normal desktop PC/Terminal. Where a laptop is provided, a desktop docking station and monitor can also be supplied for use in the office. Exceptions require presidential approval.