Purchasing and disposal policy
1 PRINCIPLES
2 PROCEDURES
2.1 Ordering and Purchasing Desktop Systems
2.2 Responsibility for Ordering and Purchasing
2.4 Choosing Hardware - the Hardware bundle
2.5 Choosing Software - the Software Installation bundle
2.6 Choosing Services - the Services bundle
2.8 Preparing a Purchase Order
3 APPENDICES
3.1 Standard and Advanced Desktop Configurations
3.2 Software Licence Application Form Instructions
3.3 Recommended Desktop Workstation Software
1 PRINCIPLES
This section is concerned with the acquisition, maintenance and disposal of desktop computing facilities by cost centres of the University. The following principles are intended to provide an appropriate framework for the University to deliver and maintain a high quality desktop computer environment as part of its overall approach to an effective information technology environment.
It is in the University’s interests to minimise diversity in desktop computing hardware and software. The Information Strategy & Technology Services Unit will periodically determine the minimum specification for desktop computers, together with the service and installation requirements for hardware and software. These specifications and recommendations will be based on the following principles.
1.1 Desktop Hardware
The Windows operating system environment will be the ‘normal’ desktop environment for staff desktop computing usage.
The Macintosh and Unix environments will be used only for desktop computing where academic activities (ie teaching and research) depend primarily on the use of these environments.
The Windows environment will be the only supported desktop computing environment to provide full production access to Corporate Administrative Information Systems.
The Information Strategy & Technology Services Unit (ISTS) will maintain specifications of minimum approved desktop computing hardware to reflect ongoing changes in the industry.
1.2 Desktop Software
All staff should have the following nominal capabilities through a desktop computing environment;
- access to the Microsoft Exchange messaging environment,
- capability to read and print documents in the supported versions of Microsoft Word, and
- access to World Wide Web facilities through the supported version of web browser.
The University, through the ISTS and cost centres, will support the recommended and previously recommended major release of application and operating systems software on supported desktop computing environments.
The University, through the Information Technology Policy Committee (ITPC), will from time-to-time prescribe a major upgrade of desktop computing application or operating systems software prior to its adoption within the University. Such changes will be preceded by a consultation process with IT support staff across the University.
The University, through the ISTS, will normally prescribe a minor upgrade of application or operating systems software by giving timely notice prior to its adoption within the University.
1.3 Server Hardware and Software
Most servers on the University network currently run the Microsoft NT 4.X operating system. For a limited range of specialist tasks, Unix servers are employed.
Advice about the general nature of servers is available from the ISTS Manager: Services & Systems. Advice on current brands, models, detailed specifications and recommended suppliers is available from IT Services staff. Technical queries should be initiated through the Information Technology Help Desk staff who will direct the query to the appropriate ISTS staff member.
1.4 Software Licences
The ISTS is responsible for a range of software licensing across the University. Where cost centres have a need for software licensing, comment should be sought from ISTS before negotiating prices and committing to the licence.
1.5 Suppliers
To ensure that suppliers of desktop computing facilities conform to University specifications in relation to hardware, software, service and installation, the University shall appoint suppliers in two categories.
- Designated Suppliers
These suppliers will be chosen through a formal tender process to supply personal computers, including desktops, notebooks and servers. Except for special circumstances it will be mandatory for all purchases using funds under the responsibility of the University to be made from designated suppliers.
- Preferred Suppliers
These suppliers will be chosen to supply common desktop computing peripherals such as printers, scanners, modems and additional storage devices. There is no mandate for University purchases of these items to be made through preferred suppliers.
Designated and preferred suppliers will be selected on the basis of the University’s assessment of their stability in the market-place, corporate profile and assessed ability to meet the University’s needs and interests, particularly regarding meeting specifications, pricing, service expertise and responsiveness, and warranty provisions.
1.6 Ordering and Purchasing
Cost centres are responsible for ordering and purchasing desktop computing hardware and software.
Specifications for desktop computers, as detailed by ISTS, are to be used when ordering and obtaining quotations. Orders are to be placed with one of the designated or preferred suppliers unless the prior written approval of the Director: ISTS has been obtained to vary a specification or supplier. Such approval will be based on particular technical requirements of a cost centre or a strategic relationship between the cost centre and a particular supplier related to the teaching, learning or research activities of the cost centre.
Installation and connectivity for desktop computers from suppliers other than a designated supplier may result in additional costs imposed on the cost centre by the ISTS. These costs arise from having to deal with additional suppliers who do not have the asset labels and procedures in place to ensure that systems are delivered Internet ready. The costs may be in the order of $100.
1.7 Asset Control
It is the responsibility of cost centres acquiring computing devices to maintain records of those devices.
ISTS will maintain records of addressable devices connected to the network by means of University ownership numbers (blue plate numbers). ISTS records will not detail components of each device. Cost centres should consider records which they may wish to maintain for warranty or other purposes.
ISTS will also maintain software records adequate to meet reporting obligations to software vendors under the University's various bulk supply contracts.
1.8 Maintenance
The IT Help Desk will act as a focus for maintenance calls to suppliers. Suppliers will be required to acknowledge receipt of service calls with both the Help Desk and the originating user. Suppliers must notify the IT Help Desk when a call is closed.
Only designated suppliers of desktop computers will have appropriate access to the University information technology network to be able to perform all services that may be required in the configuration, installation and support of desktop computers and peripherals.
Designated suppliers shall be required to provide support to University end-users of approved desktop computers and common desktop computing peripherals, where support is not able to be provided through internal (cost centre) resources.
Suppliers should normally respond to a warranty claim within one working day. Response means contacting the original end-user or IT support staff member to gather more details about the problem and arrange to visit on-site to remedy the fault. Attendance on-site should normally occur within 2 working days of the call.
ISTS will conduct regular meetings with supplier representatives and IT support staff to ensure that appropriate service is provided by suppliers.
Continued unsatisfactory support from a supplier will result in a recommendation being made to senior management in the University to de-list the supplier from the designated and preferred supplier lists.
1.9 Disposal
Information technology hardware acquired for University purposes is the responsibility of the cost centre acquiring or assuming responsibility for it. The responsible cost centre may dispose of any information technology hardware that is no longer required provided that procedures as detailed in 3.2.3 have been followed. These procedures are designed to achieve maximum net return.
The cost centre may retain any benefits derived from the disposal.
2 PROCEDURES
2.1 Ordering and Purchasing Desktop Systems
These procedures are detailed at the Information Strategy & Technology Services web site on the corporate web server at http://www.unisa.edu.au/ists/Staff/Purchasing/Hardware/ordering_procedures.asp
Note: the following procedure is directed at the person responsible for preparing a purchase requisition or final order documents.
2.2 Responsibility for Ordering and Purchasing
In line with the devolution of purchasing function, cost centres should place orders directly with suppliers, using the Finance 1 System, or forward requisitions and other necessary order information to the Purchasing Office, Finance Unit so that Finance staff may create a University Purchase Order and forward this to the chosen supplier.
2.3 General Information
Desktop workstations (PC or Macintosh) must be ordered from one of the University's designated suppliers unless there are sound technical reasons for not doing so and the prior written authority, on a case by case basis, of the Director: Information Strategy & Technology Services has been obtained. Only a designated supplier or a local IT support staff is licensed to install software required by the University and provide the network services necessary for all addressable devices. Use of a non designated supplier will involve the purchasing cost centre in additional costs for these devices and services which will delay installation (see 3.1.6)
A workstation purchase comprises three essential components or bundles.
- The HARDWARE BUNDLE which comprises the physical workstation.
- The SERVICES BUNDLE: a configurable bundle of services provided by the supplier with new workstations - it consists of;
- a mandatory 3 year on-site warranty for all major components of the physical workstation,
- mandatory delivery to the end-user or local IT support officer,
- mandatory installation and testing of the network card,
- mandatory assignment and affixing of UniSA Blue Plate,
- optional unpacking and system assembly,
- optional on-site testing of network hardware and software and
- optional on-site user familiarisation.
- The SOFTWARE INSTALLATION BUNDLE: a bundle of tasks associated with the installation of required software on all desktop workstations used within the University. Costing for these tasks does NOT include the costs of software licences. Currently the bundle comprises the following mandatory items;
- installation of a currently approved Operating System,
- installation of a currently approved version of Microsoft Office,
- installation of Internet Applications ie a Web Browser and various other components,
- installation of an Outlook Client and
- installation of Anti-Virus Software.
In some cases, local IT support staff may elect to use disk imaging software to provide a standard operating environment for their cost centre, and to improve their ability to make a number of local customisations required for their cost centre environment (such as printer drivers, connections to network servers and additional software applications which cannot be easily provided by the supplier). In this case, the designated supplier need only install the operating system, given the undertaking that local IT support staff will ensure that the minimum software bundle is included with their disk image. The supplier must still install the operating system as part of their requirement to fulfil their legal obligations under their OEM agreement, and to ensure that the network card is properly tested.
(Note: In all cases actual products installed will vary with platform and operating system choices. See http://www.unisa.edu.au/ists/Staff/Purchasing/Software/soe.asp for more details.)
2.4 Choosing Hardware - the Hardware bundle
The Information Strategy & Technology Services specification for a Standard PC or a Standard Macintosh represents the recommended configuration appropriate for connection to the University network (see http://www.unisa.edu.au/ists/Staff/Purchasing/Hardware/desktop.asp and http://www.unisa.edu.au/ists/Staff/Purchasing/Hardware/notebook.asp). This configuration should satisfy the needs of most users.
Unless there are compelling reasons otherwise, one of these configurations is to be chosen. Over the life of the workstation, a University-preferred configuration will prove easier and less costly to maintain and support.
Note: If use of the full facilities of the University's corporate administrative information systems is required, a PC which at least meets the specification of the Standard PC must be purchased.
If a differently configured desktop workstation is necessary, a written specification of the required configuration, together with a firm quotation must be obtained from a designated supplier. This quotation must include the mandatory components of the services and software installation bundles and costings for any recommended OEM operating system chosen to be installed.
The designated supplier’s quotation and the completed Information Strategy & Technology Services specification must be attached, along with a Software Licence Application form (where needed - see [Instructions for completing the Software Licence Application form]) to the order sent to the supplier.
2.5 Choosing Software - the Software Installation bundle
Each new system needs to be configured with a supported operating system and the University Standard Software Suite.
Operating System
To obtain support via the Information Strategy & Technology Services Help Desk an operating system which is currently recommended by Information Strategy & Technology Services must be chosen. Please note: The recommended version of an operating system may not be the latest ‘announced’ version of that operating system. Information Strategy & Technology Services attempts to ensure that recommended versions of the operating system are compatible with software in the Standard Software Suite.
If an unsupported operating system is chosen for installation, there may be difficulties running applications, difficulties in obtaining adequate support, or in extreme cases, disconnection from the University Information Technology Network may occur.
Optional versions of recommended operating systems are indicated on the Information Strategy & Technology Services specification (see http://www.unisa.edu.au/ists/Staff/Purchasing/Software/soe.asp ). This form is designed to simplify the preparation of pre-quotation documents and ensure quotations contain costings for all mandatory software and services.
Standard Software Suite
This suite consists of Microsoft Office, Microsoft Exchange or Outlook Client, a Web Browser, Anti-Virus software and various other network software utilities. Installation of all of these components is mandatory on new desktop workstations. Installation may be performed by the designated supplier or local IT support staff.
ISTS, where necessary, maintains University wide licences for recommended products and will debit the cost centre with individual licence costs where appropriate.
By default the latest recommended versions of suite components will be installed.
Optional versions of some standard software suite components are indicated on the Information Strategy & Technology Services specification (see http://www.unisa.edu.au/ists/Staff/Purchasing/Software/soe.asp).
Other Software
The University has agreements enabling the purchase of other commonly required applications software at concession prices. These products may be installed by the chosen designated supplier for a nominal charge at the time of purchase.
Please note:
- Some software is not covered under the University's CAUDIT agreement but is covered under other University wide agreements. Its purchase will incur additional costs. In these cases a Software Licence Application form must be included and an authorisation, as indicated on the form, must be obtained.
- Some software (for example, OEM Operating Systems) can be purchased directly from the designated supplier. These purchase costs must be included in any supplier quotation.
2.6 Choosing Services - the Services bundle
A 3 year on-site warranty is required for the hardware component of all new desktop workstations.
Assignment and affixing of a UniSA blue plate, and installation and testing of an approved network card together ensure any new workstation is certified to connect to the University network.
Other services are optional and their availability and cost varies according to the preferred supplier. If any of these services are required, details of availability and cost are to be obtained from the chosen designated supplier. Unless excluded these costs will be included in the designated supplier’s quoted price.
Optional services are indicated on the ISTS specifications for Standard PC (http://www.unisa.edu.au/ists/Staff/Purchasing/Hardware/desktop.asp and http://www.unisa.edu.au/ists/Staff/Purchasing/Hardware/notebook.asp) to assist the quotation process.
2.7 Determining Cost
Given such factors as the fluidity of foreign currency exchange rates it is difficult to provide exact current prices. If the cost centre manager requires purchase orders to indicate exact prices, a quotation is to be provided by the chosen designated supplier.
2.8 Preparing a Purchase Order
The process of ordering can accommodate some individual choice, however, Information Strategy & Technology Services proposes the following as the typical way to prepare order documents. In this example it is assumed that a standard configuration desktop workstation is to be ordered.
Step One: Obtain a quotation from the chosen designated supplier. For a standard or advanced workstation the simplest way to do this is to print the specification, make selections where necessary and send to the supplier by email or ordinary mail.
Step Two: Most cost centres have a Finance Officer or other staff member trained in placing orders using the Finance 1 System. Arrange for this staff member to prepare and print a University purchase order, or send a requisition to the Purchasing Office, Finance Unit, together with the suppliers quotation and (where necessary) a completed Software Licence Application form. All these documents must be sent to the supplier with the purchase order.
When preparing the purchase order or requisition, pay particular attention to providing details of;
- name and room location of the end-user, to whom the workstation will be delivered and
- cost centre account code to be debited.
Note: In those cases where an order does not require the issue of a software licence ie no Software Licence Application form, order documents which do NOT include this form may be produced. In these cases ensure;
- the end-user name and location information is provided to enable a supplier to seek an IP address for the new workstation, and
- at least, the mandatory Software Installation bundle, the mandatory Services bundle and a selection of recommended OEM operating system is included in the supplier quotation.
The ISTS specification may be used to supply this information at the quotation stage.
2.9 Supplier Response
Upon receipt of the purchase order, the designated supplier will arrange with Information Strategy & Technology Services for:
- provision of an asset number (blue plate) for the workstation
- provision of an IP address so that the workstation may be connected to the University network, and
- allocation (where required) of software licences for the workstation before installing software and delivering the workstation.
Suppliers should aim to deliver systems from 5 to 10 working days from their receipt of the purchase order. Supplier performance will be regularly reviewed with local IT support staff.
2.10 Ordering and Purchasing Servers
The procedures for purchasing NT servers are the same as those for purchasing desktop computers [see 3.2.1]. Because servers are purchased for specific needs, quotations are to be obtained for the specific server chosen.
The procedures for the disposal of information technology hardware [see 3.2.3] apply to the disposal of servers.
2.11 Disposal of Information Technology Hardware
The following procedures expand on those detailed in the Finance Unit Handbook, Section 7, Plant and Equipment which can be found at https://my.unisa.edu.au/extranet/fin/policies/fixedassets.pdf Numbers in parenthesis refer to the relevant parts of that section.
Cost centre managers are responsible for ensuring disposal processes are well documented and obtain the maximum net return for the University. (7.3.6)
Desktop hardware which is less than three years old must be offered for sale initially to other cost centres. If there is no University demand for an item it may be disposed of by sale by private treaty or, if the purchase price exceeded $50,000, by public tender or auction (7.3.7) or it may be traded in on another purchase (7.3.8).
With a private sale, whether to a staff member or student of the University or to some other person, a person independent of the transaction should be involved and should approve the sale in writing. (7.3.7)
The value of popular desktop hardware may be gauged by perusing advertisements for second-hand computing equipment in the daily newspaper.
Alternatively, the following table provides general guidance.
| Reasonable current value | |
|---|---|
| Hardware one year old | 65% of purchase price |
| Hardware two years old | 45% of purchase price |
| Hardware three years old | 20% of purchase price |
| Hardware four years old | 5% of purchase price |
Where there is no apparent market for an item it may be junked. (7.3.9)
All software and University data MUST be removed from an item of hardware prior to disposal. Failure to observe this may result in the cost centre manager being liable for any breaches of copyright or software licensing agreements. Staff are cautioned that information "deleted" from a hard disk may be recovered by some software applications. If sensitive data exists on a disk, it should be OVERWRITTEN to ensure that data is destroyed.
The cost centre manager is responsible for;
- advising the ISTS (Attention: Purchasing Officer) of the item disposed of,
- the removal and return of the ownership Blue Plate to the Purchasing Officer, ISTS,
- advising the Finance Unit Asset Clerk of the disposal if the original purchase price of the item was $10,000 or greater, and
- ensuring that University and cost centre records of the item are deleted promptly after disposal.
3 APPENDICES
3.1 Standard and Advanced Desktop Configurations
The following web pages contains links to information about Standard and Advanced desktop hardware and software configurations.
- http://www.unisa.edu.au/ists/staff/purchasing/hardware/default.asp
- http://www.unisa.edu.au/ists/staff/purchasing/software/default.asp
3.2 Software Licence Application Form Instructions
This form is to be used to obtain licences for software where the University holds a site licence or other arrangement with the software manufacturer. This does not include licences for software under the CAUDIT agreement.
Directions for completing the form are located at:
http://www.newdev.unisa.edu.au/ists/Staff/Purchasing/Software/Licensing/SLA.asp
3.3 Recommended Desktop Workstation Software
Recommended operating systems, University-standard utilities and University-standard applications are identified here at http://www.unisa.edu.au/ists/Staff/Purchasing/Software/soe.asp for both Windows (PCs) and Macintosh workstations.
Recommended software will be installed by the designated supplier when a new workstation is purchased.
A software licence application form must be completed for some operating systems and Microsoft applications software. The University-standard utilities identified at http://www.unisa.edu.au/ists/Staff/Purchasing/Software/default.asp
need not be identified in the order; they will be installed on all desktop workstations supplied to the University by a designated supplier.
The designated supplier makes a nominal charge for installing software. Software licence costs, where these apply, will be charged to the cost centre by Information Strategy & Technology Services.
3.4 Selected Applications Software – Price List
Software commonly used within the University is listed at the web reference below.
http://www.unisa.edu.au/ists/Staff/Purchasing/Software/Licensing/SoftwareLicensing.asp
The University has contracts with the vendors listed here, enabling licences to be issued internally for individual University workstations. This software is NOT available for sale by the University to staff members, students or other users.
The University does not provide a service of installing software. Installation may be out-sourced to one of the University's preferred suppliers. Support providers may be contacted via the Information Strategy & Technology Services Help Desk (telephone 8302 5000 or internal 2 5000).
The exception is Borland software. It can be downloaded from the University server. For access please contact the IT Services Help Desk (telephone 8302 5000 or internal 25000).
Alternatively, the software may be installed by the local IT support staff. Software should not be installed by staff without checking with the local IT support staff. If the designated supplier is not asked to install the software, it may be necessary to purchase the software (on floppy disks or CD-ROM) from the vendor , in addition to arranging the software licence. Documentation (manuals) may also be purchased from the vendor if required.
Some University Corporate applications are required on selected staff desktops. University units which sponsor these applications should not send installation instructions to end-users, but should only provide installation instructions to IT support staff and encourage end-users to contact their local IT support staff.
3.5 Designated Suppliers Of Desktop Workstations
The companies that are currently recognised as designated suppliers can be found at:
http://www.unisa.edu.au/ists/Staff/Purchasing/Hardware/supplier_contact.asp