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Computer Hardware and Software Purchasing Policy

 

Introduction

This policy document details the principles for purchasing and disposal of computer hardware and software for the University of South Australia (UniSA) .

Objectives and overview

The following principles are intended to provide an appropriate framework for the University to deliver and maintain a high quality desktop, notebook and server computer system 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, notebook and server computing hardware and software. The Information Strategy & Technology Services (ISTS) unit will periodically determine the recommended specification for desktop, notebook and server systems, together with the service and installation requirements for hardware and software.

Purchasing and disposal of equipment must conform to Vice Chancellor's Authorisations: http://www-p.unisa.edu.au/cha/vca

In addition to the relevant policy and procedures from the Univerity's Finance unit, in particular the "Procurement Handbook" and the "Fixed Assets Policy", the following principles are applicable to the Universities computing environment. Detailed information on the policies outlined by the Finance unit is available from the University staff portal page: https://my.unisa.edu.au/staff/Portal/myManagement/Finances/FinancesHandbook.aspx

Desktop and notebook system hardware

The Windows operating system environment will be the standard desktop environment for staff desktop and notebook systems.

Macintosh, Unix, Linux and other desktop operating systems will only be used for desktop computing where there is a particular teaching or research requirement.

The Windows desktop environment will be the only supported desktop computing environment to provide full production access to the University corporate systems.

ISTS will maintain specifications of recommended desktop and notebook hardware for systems that run a Windows desktop operating system.

Server system hardware

Most servers on the University network run a Microsoft Windows server operating system. For a limited range of specialist tasks, other server operating systems may be used following consultation with ISTS.

Software licences

ISTS is responsible for a range of software licensing across the University.

Staff and students using software licensed to the University are required to adhere to the manufacturer's licensing conditions.

Where there is a need for specialized software licenses that are not available from ISTS, the Division/School/Unit should directly negotiate pricing with the vendor in consultation with the relevant IT manager.

Cost centre managers should consult with ISTS for large scale licence purchases (eg Divisional based licences) before committing to a licence agreement.

Staff and students wishing to use licences managed by ISTS must follow the procedures as outlined on the Software Licensing web page: http://www.unisa.edu.au/ists/Staff/Purchasing/Software/Licensing/SoftwareLicensing.asp

Suppliers

To ensure suppliers of computer hardware 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 desktop, notebook and server systems. 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.

Computer system services

Designated suppliers are required to provide the University with a number of mandatory and optional services. As a minimum, staff ordering computer systems must ensure they include the mandatory services. These services are:

Ordering and purchasing computer hardware

Desktop, Notebook and Server systems (PC or Macintosh) must be ordered from one of the University's designated suppliers. A list of designated suppliers is published on the Supplier Contact web page: http://www.unisa.edu.au/ists/Staff/Purchasing/Hardware/supplier_contact.asp

The procedures for ordering and purchasing desktop, notebook and server systems from a designated supplier are detailed on the ISTS web page: http://www.unisa.edu.au/ists/Staff/Purchasing/Hardware/ordering_procedures.asp

If there are any circumstances where a designated supplier can not provide the required computer system or systems, prior permission to purchase from an alternative source must be obtained from the Director of ISTS or authorised delegate. Purchasing computer systems from an alternative source without prior permission may result in the computer systems not being able to participate on the University network. Computer system purchase exeption procedures are detailed on the web page: http://www.unisa.edu.au/ists/Staff/Purchasing/Hardware/hwpurchaseexemption.asp

ISTS will maintain and publish information for each designated supplier and for each hardware category (ie desktop, notebook and server systems) outlining the approved model ranges, recommended models and details of standard system bundles that can be supplied to the University.

Goods purchased from a designated supplier should be paid for by invoice. University issued credit cards should not be used to pay for goods from a designated supplier.

Ordering desktop computer systems

Desktop computer systems that run a Windows operating system must be purchased from a designated supplier approved to sell desktop systems to the University.

Under most circumstances, desktop computer systems should be purchased as standard desktop system bundle. Desktop computer system bundle comprises of predefined hardware system specifications and mandatory UniSA services.

Designated suppliers of desktop computer systems are required to make an online purchasing portal available to the University.

Quotations and purchasing of desktop system bundles should normally be done online using the designated supplier's purchasing portal.

When placing desktop system orders online, staff that are not the relevant cost centre manager must ensure they have written approval for the expenditure from the cost centre manger before placing the order.

Where there is a requirement for equipment that is not available as a standard system bundle, purchase of equipment through a designated supplier, from an approved model range and preferably a recommended model may be permitted with prior approval from ISTS. For such purchases a manual quotation must be obtained from the supplier. A requisition form must be completed and approved by the relevant cost centre manager and a Purchase Order produced for the supplier.

Ordering notebook computer systems

Notebook systems that run a Windows operating system must be purchased from a designated supplier approved to sell notebook systems to the University. Notebook purchases includes Tablet systems.

Under most circumstances, notebook systems should be purchased as standard notebook system bundles. Notebook system bundle comprises of predefined hardware system specifications and mandatory UniSA services.

Designated suppliers of notebook systems are required to make an online purchasing portal available to the University, or provide regular written quotations for publication to the University web site.

Quotations and purchasing of notebook system bundles should normally be done online using the designated supplier's purchasing portal.

If the supplier does not have an online purchasing portal, ISTS will publish to the University web site the supplier's quotations for standard notebook system bundles.

When placing notebook system orders online, staff that are not the relevant cost centre manager must ensure they have written approval for the expenditure from the cost centre manger before placing the order.

Where the supplier does not have an online purchasing portal, the purchaser must use a standard notebook system bundle quotation published by ISTS on the University site. A requisition form must be completed and approved by the relevant cost centre manager and a Purchase Order produced (raised) for the supplier.

Where there is a requirement for equipment that is not available as a standard system bundle, purchase of equipment through a designated supplier, from an approved model range and preferably a recommended model may be permitted with prior approval from ISTS. For such purchases a manual quotation must be obtained from the supplier. A requisition form must be completed and approved by the relevant cost centre manager and a Purchase Order produced for the supplier.

Ordering server systems

Server systems that run a Windows operating system must be purchased from a designated supplier approved to sell server systems to the University.

Server systems must be purchased from an approved model range and preferably a recommended model. Prior approval from ISTS is required for purchases of server equipment not from an approved model range.

Quotations and purchasing of server systems can be done online using the designated supplier's purchasing portal or by contacting the supplier for a written quotation.

When placing server system orders online, staff that are not the relevant cost centre manager must ensure they have written approval for the expenditure from the cost centre manger before placing the order.

Where a purchase can not be made online, (ie the supplier does not have an online portal or a quote has been obtained for a specialised system)a requisition form must be completed and approved by the relevant cost centre manager and a Purchase Order produced for the supplier.

Ordering Apple systems

Apple computer systems can be purchased from a designated supplier approved to sell Apple systems to the University.

Quotations for Apple computer systems can be obtained by contacting the relevant supplier.

To purchase Apple systems, a requisition form must be completed and approved by the relevant cost centre manager and a Purchase Order produced for the supplier.

Ordering computer peripherals

Computer system peripherals such as printers, scanners, external hard drives, etc. should preferably be purchased from a University preferred supplier.

The purchaser should obtain several quotations from different suppliers to ensure the University is obtaining the best price.

It is preferable that a requisition is completed and a Purchase Order provided in order for the goods to be paid for by invoice.

Asset control

It is the responsibility of cost centres acquiring computer systems to maintain records of those devices.

ISTS will maintain records of computer systems connected to the University wired network by means of Blue Plate numbers. ISTS records will not detail components of each device.

Divisions/Schools/Units 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 licensing contracts.

Supplier performance

ISTS will conduct regular meetings with supplier representatives and IT support staff to ensure that appropriate service is provided by suppliers. Performance of the supplier will be measured against a range of KPIs as specified in the PC Tender RFT document.

Continued unsatisfactory performance and/or 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.

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