Computer Procurement Policy

On April 21, 1998 President's Cabinet approved standardization of computer purchases. In consultation with department staff and the Information Resources Director's Council, Academic Computing Services recommends standardization with one hardware platform for Macs and one platform for Windows systems. The hardware vendors would be chosen based on proven performance record and current state contract. The hardware platform may change as new state contracts are approved. For the 1998-99 year, Academic Computing Services recommends the purchase of Dell computers for the Windows platform and Apple computers for the Macintosh platform. Both of these systems have performed well and have an excellent three year service warranty period. Other computers can be purchased, but will not be supported by Academic Computing Services unless prior arrangements for support have been made with the Director of Academic Computing Services.

Rationale for a single vendor:

• Best cost can be achieved with multiple computer purchases
• Dealing with one vendor for purchase and repair will save staff time that can be used to meet on-campus needs
• Dealing with one system will improve trouble shooting abilities of the help desk
• Assures compatibility with all computers on campus

To realize the greatest cost savings and most efficient use of staff, computers will be purchased four times each year. These purchase dates will be coordinated with the release of campus-wide equipment funds. With each purchase, Academic Computing Services will buy an additional supply of computers (10-15) to have on hand for requests made in the interim. Once the supply of computers has been exhausted, faculty and staff will wait until the next purchase to order a requested computer.

To comply with this process and to facilitate college-wide record keeping, all computer requests must be accompanied by a formal Request for New Computer form, signed by the department chair/head, appropriate dean or vice president, and the associate provost for information resources.

To achieve further staff and cost efficiencies, the College should extend the rolling equipment replacement policy for faculty (approved in principle in 1998) to all College staff and determine a plan for funding. Such a plan will assure that all faculty and staff will have up-to-date computers appropriate to their needs, cost savings will be realized, and Academic Computing staff will be more readily available to meet faculty-staff computing support needs.