1. Managing Information Technology @ UT November 13-14, 2008 Hardware and Software Acquisition

2. Managing Information Technology @ UT Hardware and Software Acquisition L.B. Brady Information Technology Services l.brady@its.utexas.edu Trina Bickford Purchasing Office tbickford@austin.utexas.edu

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

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

5. Managing Information Technology @ 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

6. Managing Information Technology @ 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: –http://www.utexas.edu/admin/purchasing/faq.htmlhttp://www.utexas.edu/admin/purchasing/faq.html

7. Managing Information Technology @ UT ITS Role Facilitate making common technology easy to buy –Blanket orders –Volume licenses: http://www.utexas.edu/its/sds/http://www.utexas.edu/its/sds/ –Campus Computer Store: http://www.computerstore.utexas.edu http://www.computerstore.utexas.edu Recommend system configurations Help you and University

8. Managing Information Technology @ 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, e-mail clients Audio/Visual equipment

9. Managing Information Technology @ UT Hardware Blanket Orders –Dell –Apple –Office Depot Campus Computer Store

10. Managing Information Technology @ 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

11. Managing Information Technology @ 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? https://www.utexas.edu/its/bevoware/

12. Managing Information Technology @ 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)

13. Managing Information Technology @ UT Research-Oriented Software Software Distribution Services SAS SPSS Mathematical Software http://www.utexas.edu/its/rc/

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

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

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

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

18. Managing Information Technology @ 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

19. Managing Information Technology @ UT Purchasing Green and Recycling E-waste

20. Managing Information Technology @ UT Green Purchasing Purchase Energy Star rated: –Computers –Monitors (LCD) –Printers Consider purchasing paper with recycled content http://www.energystar.gov/

21. Managing Information Technology @ 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

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

23. Managing Information Technology @ UT Resources Contact e-mail addresses –purch@www.utexas.edupurch@www.utexas.edu –utsales@computerstore.utexas.edu URLs –Purchasing FAQ – http://www.utexas.edu/admin/purchasing/faq.html –Campus Computer Store – http://www.computerstore.utexas.eduhttp://www.computerstore.utexas.edu –Software Distribution – http://www.utexas.edu/its/sdshttp://www.utexas.edu/its/sds –Office Depot – http://www.utexas.edu/admin/purchasing/officedepot.html http://www.utexas.edu/admin/purchasing/officedepot.html –DIR – http://www.dir.state.tx.us/servlet/productshttp://www.dir.state.tx.us/servlet/products –Bevoware – https://www.utexas.edu/its/bevowarehttps://www.utexas.edu/its/bevoware

24. Managing Information Technology @ UT Questions?