In May 2023, UF published the IT Rationalization Policy and Standard to reinforce the UF IT strategy of increasing efficiency, reducing complexity, lowering costs and improving the security of the computing environment. The policy and standard formalize practices at the university regarding the procurement and implementation of IT hardware, software and services.
The Policy requires that units must:
1. Use university enterprise IT services and infrastructure when available.
2. Only use external IT services (including ‘cloud’) that have been approved, contracted, and managed by the university.
3. Refrain from using prohibited IT services, software, technology, and infrastructure, unless a specific exception has been approved by the Vice-President of Information Technology.
4. Obtain documented approval from UF Senior Leadership and the Vice President and Chief Information Officer before implementing information systems that store, process, or transmit sensitive or restricted data.
The Standard covers the specifics on how the policy should be implemented, but also provides information on obtaining an exception for research purposes.
The full text of both the Policy and Standard may be viewed at:
Policy – https://it.ufl.edu/it-policies/information-security/it-rationalization/
In practice, the IT Rationalization Policy means that the first step in any IT purchase should be to first determine whether there is an appropriate fit within UF IT provided services. UF Procurement will likely send PO requests back to a unit if this step is skipped!
The CLAS IT Hardware/Software/Services Purchasing Policy, which was adopted in 2013, requires a pre-acquisition review by college IT staff. As part of that review, IT staff will check for appropriate fit within the UFIT service catalog. The college policy is online at https://it.clas.ufl.edu/policies/computer-and-printer-purchasing-policy/.
If there is not a good fit and an exception is needed, the process for getting an exception involves having your department administration work with the deans office and stakeholders within UF IT. Your IT support team will be able to assist you with this process.