Managing Information UT November 13-14, 2008 Hardware and Software Acquisition

Managing Information UT Hardware and Software Acquisition L.B. Brady Information Technology Services Trina Bickford Purchasing Office

Managing Information UT Objective Identify important campus site licenses and hardware purchase options as well as rules related to hardware and software purchases

Managing Information UT Overview If you remember nothing else… Types of Purchases Purchasing Highlights ITS’ Role What will you need to buy? Resources

Managing Information UT If You Remember Nothing Else… We are a state-supported institution of higher education, which means we are regulated If it’s common, we probably already have a solution licensed or on a blanket order You can’t sign contracts or software licenses Before you buy something, ask if it already exists on campus and/or is provided centrally

Managing Information UT Purchasing Highlights Contact the purchasing person in your department There are rules; look for them, ask. For example: –ProCards cannot be used for guns and ammo (and numerous other things as well) –Purchases over $25,000 require formal bids/quotes solicited by Purchasing Certain purchases, particularly larger ones might take additional time because of rules and bidding; plan accordingly See Purchasing FAQs at: –

Managing Information UT ITS Role Facilitate making common technology easy to buy –Blanket orders –Volume licenses: –Campus Computer Store: Recommend system configurations Help you and University

Managing Information UT What are common technology purchases? Desktops/Laptops/ Servers Operating Systems Microsoft Office Other Application Software –Adobe/Macromedia –Additional Microsoft Research oriented software –Stats –Math Print/fax/copy/scan (new security concerns) Security (Bevoware) –Anti-virus –Firewall –Anti-spam Browsers, clients Audio/Visual equipment

Managing Information UT Hardware Blanket Orders –Dell –Apple –Office Depot Campus Computer Store

Managing Information UT Operating Systems Look first in Software Distribution & Sales Microsoft Licenses –Desktop OS upgrades are licensed for all computers –Server software through Dell Select Mac OS Linux

Managing Information UT Bevoware Anti-virus software Firewall Browsers Utilities What does “free download” really mean? –Can I use it free forever? –Can I give it to someone else?

Managing Information UT Application Software Look first in Software Distribution & Sales Microsoft Campus Enterprise License –MS Office, V Studio licensed for all campus computers –Department media available thru Dell Select –Additional MS software thru Dell Select Adobe/Macromedia Campus Computer Store Department of Information Resources(DIR)

Managing Information UT Research-Oriented Software Software Distribution Services SAS SPSS Mathematical Software

Managing Information UT Software License Issues (the fine print) Many complex issues License-only License and media Shrink wrap box Software maintenance Accessibility Don’t guess

Managing Information UT Software License Issues Many complex issues License-only License and media Shrink wrap box Software maintenance Permanent vs. Subscription Accessibility Don’t guess

Managing Information UT Warranties, Service, Maintenance Recommended care packages Campus repair service –ITS (for UT owned only) –Campus Computer Store Software maintenance

Managing Information UT IT Services Programming Training Similar purchasing rules apply Look on campus for services first Consulting Security & Accessibility Standards Apply

Managing Information UT End of Life/Recycle/Surplus Surplus (strict rules) –Who can receive equipment Disposal Service-hard drives, media (FAC Information Desk M-F 9-5) Destruction of Data

Managing Information UT Purchasing Green and Recycling E-waste

Managing Information UT Green Purchasing Purchase Energy Star rated: –Computers –Monitors (LCD) –Printers Consider purchasing paper with recycled content

Managing Information UT Recycling E-waste on Campus Campus Computer Store: Trade in old personal electronics for money, or recycle them for free! CCART System: Surplus for university-owned items

Managing Information UT Recycling E-waste off Campus City of Austin: Provides a list of recommended recyclers Dell Apple (has special Texas program) Office Depot

Managing Information UT Resources Contact addresses URLs –Purchasing FAQ – –Campus Computer Store – –Software Distribution – –Office Depot – –DIR – –Bevoware –

Managing Information UT Questions?