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Hardware and Software Acquisition Hardware and Software Acquisition L.B. Brady Information Technology Services [email protected] Trina Bickford Purchasing Office [email protected] Objective

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Hardware and Software Acquisition


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Objective

  • Identify important campus site licenses and hardware purchase options as well as rules related to hardware and software purchases


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Overview

  • If you remember nothing else…

  • Types of Purchases

  • Purchasing Highlights

  • ITS’ Role

  • What will you need to buy?

  • Resources


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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


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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:

    • http://www.utexas.edu/admin/purchasing/faq.html


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ITS Role

  • Facilitate making common technology easy to buy

    • Blanket orders

    • Volume licenses: http://www.utexas.edu/its/sds/

    • Campus Computer Store: http://www.computerstore.utexas.edu

  • Recommend system configurations

  • Help you and University


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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, e-mail clients

  • Audio/Visual equipment


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Hardware

  • Blanket Orders

    • Dell

    • Apple

    • Office Depot

  • Campus Computer Store


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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


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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?

  • https://www.utexas.edu/its/bevoware/


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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)


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Research-Oriented Software

  • Software Distribution Services

  • SAS

  • SPSS

  • Mathematical Software

  • http://www.utexas.edu/its/rc/


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Software License Issues (the fine print)

  • Many complex issues

  • License-only

  • License and media

  • Shrink wrap box

  • Software maintenance

  • Accessibility

  • Don’t guess


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Software License Issues

  • Many complex issues

  • License-only

  • License and media

  • Shrink wrap box

  • Software maintenance

  • Permanent vs. Subscription

  • Accessibility

  • Don’t guess


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Warranties, Service, Maintenance

  • Recommended care packages

  • Campus repair service

    • ITS (for UT owned only)

    • Campus Computer Store

  • Software maintenance


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IT Services

  • Programming

  • Training

  • Similar purchasing rules apply

  • Look on campus for services first

  • Consulting

  • Security & Accessibility Standards Apply


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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



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Green Purchasing

Consider purchasing paper with recycled content

http://www.energystar.gov/

  • Purchase Energy Star rated:

    • Computers

    • Monitors (LCD)

    • Printers


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Recycling E-waste on Campus

CCART System: Surplus for university-owned items

Campus Computer Store: Trade in old personal electronics for money, or recycle them for free!


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Recycling E-waste off Campus

City of Austin: Provides a list of recommended recyclers

Dell

Apple (has special Texas program)

Office Depot


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Resources

  • Contact e-mail addresses

  • URLs

    • Purchasing FAQ –

      http://www.utexas.edu/admin/purchasing/faq.html

    • Campus Computer Store – http://www.computerstore.utexas.edu

    • Software Distribution – http://www.utexas.edu/its/sds

    • Office Depot – http://www.utexas.edu/admin/purchasing/officedepot.html

    • DIR – http://www.dir.state.tx.us/servlet/products

    • Bevoware – https://www.utexas.edu/its/bevoware



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