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NAO
212-11
ACQUISITION
OF INFORMATION TECHNOLOGY RESOURCES
Issued
06/13/91; Effective 05/30/91
SECTION
1. PURPOSE.
This
Order supplements the policies and procedures prescribed
in Section 11 of the Department of Commerce
(DOC) Information Technology (IT) Management Handbook.
It prescribes the responsibilities and procedures within
the National Oceanic and Atmospheric Administration
(NOAA) for obtaining approval for the acquisition of
information technology resources.
SECTION
2. BACKGROUND.
Before
a specific acquisition of IT resources (ADP equipment,
software, telecommunications,
or services)
can take place in NOAA, there must be verification
that the requirement being filled is described and
justified in an approved Requirements Initiative. (See
NOAA Administrative Order (NAO) 212-7.) "Acquisition" includes
the procurement of surplus or sharing equipment.
SECTION
3. RESPONSIBILITIES/PROCEDURES.
.01 The
Information Systems and Finance Office, Office
of Administration is responsible for:
a. coordinating IT acquisition actions with NOAA procurement
offices as necessary to plan and effect timely and
cost-effective acquisitions;
b. providing related advice and assistance to procurement
offices; and
c. verifying in either written or verbal form that
all proposed acquisitions have been described and justified
in an approved Requirements Initiative. (Verbal verification
will usually only be given for actions involving low
dollar amounts.)
This responsibility for verification may be delegated
to Line and Staff Office personnel. Special procedures
apply to purchases using a government bankcard. See
Sections 3.04 and 3.05 of this Order.
.02 The
Information Resources Management Staff, Information
Systems and Finance Office is responsible for the daily
performance of the responsibilities specified in Section
3.01 above for acquisition actions related to any IT
resources other than telecommunications.
.03 The
Telecommunications and ADP Security Branch, Systems
Division, Information Systems and Finance Office,
is responsible for the daily performance of the responsibilities
specified in Section 3.01 above for acquisition actions
related to telecommunications resources.
.04 Line
and Staff Office Information Technology (IT) Coordinators, as defined in NAO 212-1, who are delegated
such authority are responsible for providing prior
verification that an acquisition has been documented
in an approved Requirements Initiative. Coordinators
not delegated verification authority are responsible
for informing requisitioners of the appropriate verification
procedures.
.05 Requisitioners
of Information Technology Resources are responsible for ensuring that their planned acquisitions
are included in an approved Requirements Initiative;
(See NAO 212-7) and for annotating the acquisition
document with the Requirements Initiative number. The
requisitioner must obtain verification of the validity
of this number from the Line Office IT Coordinator
if the acquisition documents will be processed by a
procurement office. If the acquisition document does
not go to a procurement office (because of the use
of imprest funds, blanket purchase orders, etc.), this
verification authority is delegated to the requisitioner.
(See Section 3.06 of this Order for special procedures
for bankcard holders.)
.06 Government
Bankcard Holders are responsible for:
a. ensuring that before any bankcard purchase of IT
resources takes place, the resources required have
been described in an approved Requirements Initiative;
(This requirement applies to any IT procurement, including
bankcard purchases. Pre-purchase verification authority
is delegated to the bankcard holder. No additional
IRM approval is needed prior to the purchase unless
Line or Staff Office policy requires internal clearances.
If an approved Requirements Initiative does not exist,
no purchase may take place until one is written and
approved in accordance with NAO 212-7.) and
b. annotating their locally retained Monthly Statements
of Account by placing the Requirements Initiative numbers
next to the entries for purchases of IT resources.
.07
Procurement Offices are responsible for ensuring
that Form CD-435 or equivalent documents to acquire
IT resources display a Requirements Initiative number
and an approved signature of a person delegated IT
verification authority. (Procurement Offices will be
provided a list of authorized names by the Information
Resources Management Staff.)
SECTION
4. EFFECT ON OTHER ISSUANCES.
None.
SIGNED,
Director, Office of Administration
Office of Primary Interest:
Office of Administration
Information Systems and Finance Office
Information Resources Management Staff (OA1x1)
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