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UNIVERSITY OF TEXAS AT EL PASO
Computer Acquisition Policy

 

1.0 Introduction

Desktop and Portable Computers are an integral part of the IT infrastructure and continue to be added on to the network at a significant rate.  This equipment requires maintenance and upgrading on a regular basis.  Technical support personnel will be able to resolve problems and provide maintenance more efficiently with the standardization of equipment.  In order to control costs and provide technical support for computers we have adopted standards for the end-user equipment and incorporated technology features that enable remote management of the personal computer (through the network as part of this standard).  In order to reduce total cost of ownership and to realize efficiencies in operations, The University of Texas at El Paso has adopted standard configurations for computer purchases.  These configurations have restrictions in order to maximize system performance and to reduce maintenance costs. Different standard configurations exist depending on the end user and final installation location and purpose. Some of the benefits of implementing these standards are:

  • Streamlined processes for computer acquisitions.
  • Reduction in errors in configuring and ordering.
  • Speedier deployment to the end-user.
  • On-site hardware warranty and support.
  • Automated asset management
  • Faster support resolution for problems.
  • Reduced maintenance requirements.
  • Reduced support cost associated with ownership and maintenance of the equipment.
  • Campus network connectivity.
  • Cost savings by obtaining the best value for funds expended on the acquisitions of computers.
    • leverage buying power
    • volume discounts
    • partnerships
  • Suitability for campus-wide use.

2.0 Purpose

The purpose of the University of Texas at El Paso Computer Acquisition Policy is to provide guidance for the acquisition of desktop and portable computers, acquisition procedures, implementing configuration standards for procuring computers and for specifying officially supported equipment.

3.0 Scope

This policy applies to all computer purchases made (in whole or in part) with University funds that are intended for use by all University of Texas at El Paso employees, organizations, and affiliates. 

4.0 Policy

Purchasing and Information Technology Departments will maintain established standard configurations for all computers procured at the University of Texas at El Paso.   These computer systems will be procured with standardized hardware and software configurations as determined jointly by the Information Technology Department and the Purchasing Department.  Information Technology will install, connect to the network, support, or repair computers which are procured in accordance with this policy, unless the equipment was either:

  • Exempt from this policy (see Exemptions below),
  • Authorized by the Director of Information Technology prior to the purchase.

The current computing standards maybe found at:
https://admin.utep.edu/DesktopDefault.aspx?tabid=3334

4.1 Standards Review

The configurations set for herein are agreed upon and shall be managed jointly by the UTEP Purchasing Department and the UTEP Information Technology Department. Both departments will mutually review and update the standard configurations and pricing when new hardware and software is released by vendors, or when University requirements change.

4.2 Operating Plan

Computers will be delivered pre-configured with necessary software and settings to UTEP Central Receiving.  The list of security and productivity software included with the current standards can be found at https://admin.utep.edu/Default.aspx?tabid=38609.  Once computers have been received and checked into inventory, they will be delivered to the requesting department.  Information Technology maybe contacted to setup and install any additional software required in the computers.

Once computers are delivered to the end user, the computer shall not be reconfigured or rebuilt by any individual that is not employed by the Information Technology Department.

All computers governed under this policy shall be members of the “Miners” domain. This domain membership shall not be changed by any individual that is not employed by the Information Technology Department.

4.3 Policy-Exceptions

The Computer Acquisition Policy includes computers configured with the Microsoft Windows© operating system only.  The following items are not covered by the standard at this time:

  • Server-class machines.
  • Computers which will not be running Microsoft Windows© or Mac OS operating systems.
  • Computers not intended for desktop applications or usage.
  • Computers for special purpose applications.

However, the standards governed by this policy shall be considered when performance characteristics and compatibility are substantially the same.

4.4 Grant-Funded Equipment

Grants which are written on behalf of the University which require the purchase of computers shall adhere to this policy.  Grant-funded equipment must be supported, and eventually becomes the property of the University at termination of the grant; therefore, it is essential that this equipment follow the same standards set forth herein.

4.5 Exemptions and Waivers

If an individual believes that his or her work cannot properly be conducted using equipment from the pre-approved list, an exemption/waiver memo may be submitted to The Information Technology Department.  The Information Technology Department may grant a standing exemption based the nature of that work.

After reviewing the request, a determination will be made by Information Technology as to whether the non-standard purchase will be approved. If the exemption request is denied, the requesting department may appeal the decision, and a meeting will be scheduled for the appeal by the Information Technology Department.  The appeal will require the presence of the submitting department, Information Technology, and optionally the Purchasing Department.

To download the exception to the policy request form, visit https://admin.utep.edu/LinkClick.aspx?link=Justification+of+Desktops.pdf&tabid=3334&mid=121914

5.0 Enforcement
 
All University employees are encouraged, whenever possible, to follow the standards and procedures set out in the policy.  Breach of this policy may result in the cancellation of purchase orders.

6.0 Revision History

Date Issued:  December 17, 2003
First Draft: December 9, 2003
Revised:  October 13, 2008
Effective Date:  January 6, 2004
Issued by:  Purchasing Department &
       Information Technology Department
Approved by:  Richard Adauto, Assistant to the President and Vice President 
                                      Institutional Advancement
                         Cindy Villa, Vice President Finance & Administration