HARDWARE AND SOFTWARE PROCUREMENT/INSTALLATION
POLICIES AND PROCEDURES
(Draft, October 14, 2004; Revised September 14, 2006)
POLICY OVERVIEW:
All computer hardware and software issued to staff are to be used for University of Maryland business purposes only. The University is responsible for providing all hardware and software necessary for the performance of staff duties and to that end reserves the authority to add, exchange and/or remove any and all hardware and software assigned to staff. Privately owned software may not be installed on University of Maryland computers regardless of the purpose of the software. Any internet accessible freeware or shareware must be approved and installed by ITD.
BUDGET/ACCOUNT DEFINITIONS:
- Operating Budget Account: the general Libraries account. Library directors, associate/assistant deans have the authority to procure items from the operating budget up to $1,000. Procurements from this account over $1,000 require LEC approval. (LEC Minutes, Sept. 5, 2006)
- Local Site Equipment Account: all USMAI institutions contribute annually to this account. However, funds from each campus may be used for that campus only. The Director of ITD must approve procurements using this account. Procurements over $1,000 must have additional approval from LEC.
- Maintenance Account: used by ITD to procure parts and material to support/repair existing equipment and services. Also used to purchase new application software for staff workstations. The Director of ITD must approve procurements using this account.
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‘NEW’ HARDWARE PROCUREMENT PROCEDURE:
New hardware is defined as any device that will provide a functional capability not currently present on a workstation or in a
unit.
- Staff member identifies need.
- Staff member contacts and collaborates with the Administrative Coordinator (Tina Rice) in ITD/ LAN and User Services (LUS) to identify vendor, generate technical specifications and price.
- Staff member takes specifications, price, and justification to their director.
- If the price is under $1,000, directors, associate/assistant deans may approve the purchase using the operating budget.
- If the price is under $1,000, but to be purchased using the local site equipment account, ITD Director approval is required.
- If the price is over $1,000 then the approving director, associate/assistant dean will take the proposal to LEC for approval and determination of funding source.
- Staff member notifies the ITD/LUS Administrative Coordinator of approval via email.
- ITD facilitates the procurement.
- The hardware is shipped directly to ITD and added to the campus inventory.
- The ITD/LUS Administrative Coordinator opens a work order with the ITD Help Desk to install the hardware.
- The technician assigned the work order contacts the staff member in advance of installation.
- Once installation is completed and confirmed with staff member, Help Desk work order is closed.
‘REPLACEMENT’ HARDWARE PROCUREMENT PROCEDURE:
Replacement hardware is defined as hardware procured to replace existing hardware that has been examined by ITD/LUS staff and determined to be beyond repair.
- Staff member calls the ITD Help Desk to report malfunction.
- ITD Help Desk opens a work order, makes a preliminary diagnosis, and assigns a technician to the work order.
- The technician determines that the malfunction is hardware related and either beyond repair or not cost effective to repair.
- ITD either spec’s, prices, facilitates purchase and inventories the replacement hardware using the maintenance budget or uses the existing hardware spares pool.
- The technician installs the replacement hardware, tests, confirms problem resolution with the staff member and closes out the work order.
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SOFTWARE PROCUREMENT/INSTALLATION PROCEDURES:
These policies/procedures pertain to all software on UM Libraries computers, including freeware and shareware, software packages procured through UM site licenses managed by OIT, or software purchased directly from a vendor.
FOR PROCURED SOFTWARE:
- Staff member identifies need.
- Staff member searches the OIT software licensing web site to determine if software is available through a site license. Site license procurements are preferred because software is less expensive and the procurement process is quicker and easier than buying directly from a vendor.
- Staff member may contact the Administrative Coordinator (Tina Rice) in ITD/LUS for assistance identifying vendor and getting a price quote.
- Staff member takes specifications, price, and justification to their director for approval.
- Staff member notifies the Administrative Coordinator of their director’s approval via the online software request form.
- The Administrative Coordinator takes specification, price, and justification to the ITD Director for approval (if over $1,000 the ITD Director must get 3rd level approval from LEC).
- Upon approval, ITD facilitates the procurement.
- Software is shipped directly to ITD and inventoried.
- The Administrative Coordinator opens a work order with the ITD Help Desk to install the software.
- The technician assigned the work order contacts the staff member in advance of installation.
- Once installation is completed and confirmed with staff member, Help Desk work order is closed.
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FOR FREEWARE AND SHAREWARE:
- Staff member identifies need and the software to fulfill the need.
- Staff member contacts the ITD Help Desk to request installation.
- ITD Help Desk opens a work order and assigns a technician to download, analyze and test software on test computers in ITD.
- If the software passes testing, the technician contacts the staff member to schedule installation. If for any reason the software fails testing, ITD will work with the staff member to explore other means of meeting the staff member’s need.
- Installation completed and confirmed with staff member, Help Desk work order is closed.
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