Computer Purchasing Policy
The policy of the division is to centralize computer equipment purchasing
through the IT Operations Group. A centralized purchasing scheme helps the
division realize the following benefits:
- Ensures that Student Affairs staff have access to appropriate up-to-date
computing equipment
- Requires that equipment purchases are reviewed by IT staff
- Consolidates purchasing into large orders to lower costs of acquisition
and deployment
- Maximizes value by working with preferred vendors
- Reduces total cost of ownership by purchasing standardized configurations
- Allows IT staff to ensure machines are ready to use by staff when they
are installed
- Centralizes recordkeeping for equipment which is used for planning and
maintenance
Computer Leasing
Departments should lease all computers which are required for the day-to-day
operation of their department, which includes most
full-time staff. Some departments may also require a small number of machines
for non-critical functions.
Under the leasing program, computers and monitors will be automatically replaced with up-to-date equipment on
a regular basis, usually every three years as the warranty expires. This ensures
that machines required for the operation of the department are always under
warranty, so hardware problems can be quickly repaired without additional
expense to the department. Repair requests for machines not under warranty take significantly
longer to complete, and the cost of parts is charged back to the department.
Although the cost of leasing equipment is slightly higher over the lifetime
of a lease (about 6 percent), leasing provides a cost predictability that
simplifies the budget process while ensuring that departments maintain
up-to-date equipment. Equipment replaced using the standard configuration
generally has no significant budget impact.
Preferred Vendors & Service Providers
The university has negotiated special purchasing contracts with select
vendors and service providers. Utilizing preferred vendors helps ensure that the
university receives the maximum value for its purchasing dollar. These
relationships also include special access to warranty and other services that
assist IT staff in fixing problems and lower the total cost of ownership of the
equipment.
Purchases will be made with preferred vendors whenever possible. Quotes from
alternate vendors will be solicited only when preferred vendors are unable to
satisfy operational requirements for a purchase. Copier, fax, and printer
purchases will only be made in situations where the cost-per-copy service
provider is unwilling or unable to provide appropriate equipment under the
cost-per-copy program.
Standard Models
The IT Operations Group maintains a standard desktop
computer configuration that will meet the general computing needs of most
staff members. The target price point is $900, or under $30 per month for a
three-year lease. This standard configuration will be used in the absence of
special requirements, with the goal of minimizing the number of models and
configurations deployed in the division.
Purchasing Schedule
The IT Operations Group schedules bulk purchases of computers each
quarter in order to reduce acquisition, recordkeeping, deployment, and disposal
costs. IT staff will consult with departments before each purchase to
discontinue or replace equipment with expired warranties, as well as arrange for
the acquisition of additional equipment for new staff or programs. Our goal is
to replace most computers during the summer months.
- March
- June
- July
- September
- December
A scheduled order may be deferred and combined with a later order to reach a
minimum dollar threshold required by the leasing program. Temporary equipment will be made available to departments if it is needed
before the next order cycle.
Computers Purchased with Grant Funds
Machines acquired using grant funds will be purchased outright using the same
configurations, guidelines, and vendors as leased computers. For ongoing grants,
departments should plan on replacing equipment on a regular basis, usually in three
years upon warranty expiration, or budgeting for parts and repairs.
Computers Received as Gifts
Departments receiving computing equipment as gifts from corporate
sponsorships must work with the IT Operations Group before agreeing to accept
equipment donations. Equipment gifts must be reviewed to ensure that the gift
can be fully utilized in our environment and that ongoing operating or
maintenance costs will not be a burden to the department. Warranties consistent
with divisional purchasing guidelines must accompany all equipment gifts.
Last Updated: October 14, 2009