technology, faster system development, and shorter life cycles. This has led to spiraling information technology (IT) budgets, driving the need for a re-evaluation of IT management issues. Organizations must find new ways to accommodate technological change. Leasing has recently emerged as a feasible, cost-effective alternative to purchasing equipment, particularly in the desktop and laptop areas.
Missouri Guidelines for Lease vs. Purchase of Information Technology Introduction: Missouri, like many other states, has established guidelines for government agencies and organizations regarding the lease vs. purchase of information technology (IT) assets. These guidelines aim to assist decision-makers in determining the most cost-effective and efficient approach for acquiring IT equipment and services. By following these guidelines, agencies can optimize their IT investments while ensuring accountability and compliance with state regulations. 1. Missouri Guidelines for Lease vs. Purchase: The Missouri Guidelines for Lease vs. Purchase of Information Technology provide a comprehensive framework for assessing whether leasing or purchasing IT assets is more appropriate for a particular requirement. These guidelines take into account factors such as the lifecycle of the technology, budgetary considerations, technological obsolescence, and the agency's overall IT strategy. 2. Key Decision Factors: To determine whether IT assets should be leased or purchased, the guidelines highlight several key decision factors that agencies should consider: a. Cost Analysis: Agencies are encouraged to evaluate the long-term cost implications of both leasing and purchasing options, including upfront costs, maintenance expenses, and potential resale or end-of-life costs. b. Technological Obsolescence: The guidelines stress the importance of considering the pace of technological advancements. Leasing may be beneficial when technologies rapidly evolve or become obsolete, ensuring consistent access to the latest IT advancements. c. Flexibility and Scalability: Agencies are advised to assess the need for flexibility and scalability in their IT operations. Leasing can provide the flexibility to upgrade or downgrade equipment as needs change, whereas purchasing may offer greater control over customization and infrastructure ownership. d. Maintenance and Support: The guidelines suggest analyzing the availability and cost of maintenance and support services. Leasing often includes maintenance services, shifting the burden of repairs and updates to the lessor. e. Budgetary Considerations: The guidelines emphasize the need to balance short-term and long-term budgetary considerations. Agencies should evaluate whether leasing or purchasing aligns better with the specific funding options available to them. 3. Types of Missouri Guidelines for Lease vs. Purchase: Specifically, Missouri provides guidelines for various types of IT assets that organizations commonly lease or purchase, including: a. Hardware (e.g., servers, workstations, laptops, networking equipment): These guidelines address the decision-making process for leasing or purchasing physical IT hardware components. b. Software (e.g., operating systems, productivity suites, specialized applications): Missouri outlines considerations for leasing or purchasing software licenses based on factors like usage duration, updates, and access requirements. c. Cloud Services: As cloud computing becomes increasingly prevalent, the guidelines offer guidance on evaluating the lease or purchase of cloud services, taking into account scalability, data security, and costs. d. Consulting Services: When agencies require IT consulting services, the guidelines assist in determining whether to engage consultants on a lease basis or to hire in-house experts. Conclusion: The Missouri Guidelines for Lease vs. Purchase of Information Technology provide a structure for government agencies and organizations to make informed decisions regarding the acquisition of IT assets. By considering factors such as cost analysis, technological obsolescence, flexibility, maintenance, and budgetary considerations, agencies can optimize their IT investments and ensure efficient utilization of resources while keeping pace with evolving technology.
