1. Hardware and Software Acquisition

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

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

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

5. 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. 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

7. 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

8. 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. Hardware • Blanket Orders • Dell • Apple • Office Depot • Campus Computer Store

10. 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. 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. 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. Research-Oriented Software • Software Distribution Services • SAS • SPSS • Mathematical Software • http://www.utexas.edu/its/rc/

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

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

16. Warranties, Service, Maintenance • Recommended care packages • Campus repair service • ITS (for UT owned only) • Campus Computer Store • Software maintenance

17. IT Services • Programming • Training • Similar purchasing rules apply • Look on campus for services first • Consulting • Security & Accessibility Standards Apply

18. 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. Purchasing Green and Recycling E-waste

20. Green Purchasing Consider purchasing paper with recycled content http://www.energystar.gov/ • Purchase Energy Star rated: • Computers • Monitors (LCD) • Printers

21. 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!

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

23. Resources • Contact e-mail addresses • purch@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.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

24. Questions?