Technology Purchase Procedures
University IT Services supports University owned technology equipment, software, and peripherals in ways that ensure an efficient, cost effective, reliable and secure computing for the campus community. All departments are responsible for making technology purchases that are sustainable, secure, and compatible with existing technology systems and services. To ensure the continued efficiency, reliability, and security of University technology systems, University IT Services has established the following guidelines and procedures for all technology purchases.
In general, departments do not require prior approval from University IT Services for technology purchases unless the purchased equipment, software, or peripherals require a change in the configuration to campus networks, systems, or services. So University IT Services can appropriately manage and plan the campus network and IT systems, the purchase of any computer equipment, software or peripherals that requires a change to the configuration of existing technology systems must have prior review and approval by University IT Services.
Some things to note when purchasing equipment, software, or peripherals include:
- Most modern computers and other wireless computing devices (such as cell phones, Internet tablets, and the like) that adhere to the University’s current wireless networking standard should connect to the campus network without any network configuration changes. See the University IT Services Web site for current network standards.
- Any computer servers, equipment or peripherals that are configured with multiple user accounts generally require changes to the campus network configuration and require an IT security review and approval prior to purchase (note this requirement holds whether or not the multiple accounts are administered and maintained by the purchasing department).
- Any computer equipment, software or peripherals that interact with the University’s administrative or financial systems (such as Banner, Blackboard, or Raisers Edge) or the University’s network authentication systems (such as Active Directory or LDAP) will require configuration changes to existing systems and require a technology and security review and approval prior to purchase.
- Any computer equipment or peripherals that require nonstandard network services or that have the potential to interfere with existing network equipment will require network configuration changes and an IT security review and approval prior to purchase. Examples of such equipment include (but are not limited to) devices that require a static IP address, devices that have built-in network servers, and any wireless access points, network routers, or devices that use peer-to-peer networking protocols.
- Many small office / home office and consumer devices, such as consumer-grade wireless network access points, network hubs, printers or multifunction office machines (printer/copier/fax machines) contain network servers and are not designed to connect to the campus network. Such devices may not be supported by the existing campus network configuration. If in doubt, please contact University IT Services before purchasing such devices.
University IT Services can provide only limited support to non-standard computer equipment, software, or peripherals. Some things to consider when purchasing or requesting support for technology equipment, software, or peripherals include:
- All technology purchases should be done in accordance with the University’s procurement policies. When possible, technology equipment, software, or peripherals should be purchased from the University’s list of preferred vendors. See the Procurement Web site for information regarding the University’s procurement policies and preferred vendors.
- University IT Services technicians have the experience, tools, and certifications to provide support for a limited range of technology vendors, models and versions. In general, University IT Services will not be able to support technology equipment, software, or peripherals outside of these standard models or versions. See the University IT Services Web site for a list of supported equipment models and software versions. Support for nonstandard equipment, software, or peripherals requires a formal Service Level Agreement with University IT Services; if you have a need for non-standard equipment and expect some level of support for this equipment from University IT Services, you should develop a formal Service Level Agreement prior to purchasing that equipment so you fully understand the service level and cost of supporting that equipment.
- University IT Services will not be able to service equipment or support software that is beyond economical repair or support. In general, this includes laptop and desktop computers and consumer-grade printers and peripherals more than three years old as well as older versions of software that do not run on currently supported operating systems.
- Any department that purchases nonstandard equipment or software that is connected to the campus network must keep that equipment or software up to date with vendor provided security updates and patches. Equipment and software that is behind in security updates and patches presents a risk to the reliability of the campus network and the security of all users, and will be disconnected from the campus network.
If you plan to make a technology purchase that requires a technical or security review or a Service Level Agreement, you should arrange a consultation with the University IT Services Client Solution Group; they can help you with the review and planning process. To arrange a consultation, call the Technology Service Desk at (973) 275-2222 or via email at email@example.com and provide a brief description of the technology equipment, software, or peripherals you would like to purchase and your contact information and the Client Solution Group will arrange the necessary reviews.
Approved by the Banner and Administrative Steering Committee
May 4, 2011
May 4, 2011