PRE-APPROVAL REQUIREMENT FOR P-CARD USERS

Pre-purchase approval is required from OMIS (e-mail Martha White) for any equipment that is attached to the DHHR network, including, but not limited to, personal computers, laptops, printers, and network routing or switching hardware. All hardware purchased must meet the DHHR minimum specifications listed at http://www.wvdhhr.org/mis/standards.html . In addition, all software purchased must be from the approved titles listed at http://www.wvdhhr.org/mis/standards.html, and must be installed by a DHHR OMIS technician (CALL HELP DESK AT 558-9999 TO ARRANGE INSTALLATION). It is highly advisable to review any software need/request with your OMIS technician prior to procurement to ensure platform capacity to load and run. Microsoft software must be purchased from the Statewide Contract.

The purpose of the approval process is to ensure that:

a) network performance is not compromised,

b) support expectations for OMIS technicians is limited to equipment and software that is known to DHHR and is for business use,

c) procurement of inferior products with inadequate warranties and insufficient support arrangements provided at the outset is prevented, and

d) P-card use complies with governing laws and DHHR Purchasing requirements.

When a purchase is under $2,500.00, competitive quotes are strongly encouraged, as is the use of contract vendors. Any purchases over $2,500.00 must be competitive, use contract vendors, be documented using the WV-49, and approved by OMIS prior to purchase. It is normally preferable to obtain competitive bids using the OMIS procurement process (e-mail Martha White). P-card payment then may be made for any purchase with a total cost of less than the P-card limit of the holder. If you have any question about whether it is appropriate to use a DHHR P-card for the purchase of any Information Technology (IT) related equipment or software, please contact Martha White at 304-558-9195.