DCP IT Hardware, Software, and Services Purchasing Policy

Purpose

DCP IT supports and facilitates the purchasing of computer equipment, peripherals, and software that DCP staff and faculty require to perform their work related tasks. DCP IT will perform Risk Assessments with the UF IRM team if one is required to procure the needed resource.

Scope

This policy applies to all technology related purchases including but not limited to computers, external storage devices, peripheral devices, mobile devices, software, and IT services purchased with college or unit funds.

Purchasing Policy

Prior to ordering a new computer or printer, software package, or IT service (cloud storage/virtual hosting), DCP IT must evaluate the technical requirements and make a recommendation to the unit or college.

New technology purchases will be evaluated based on the following criteria: user needs, cost-effectiveness, compatibility with UF services and infrastructure, compliance with university policies, and the ability to provide a high level of support.

All computer or printer purchases must be delivered to the DCP Dean’s Office.

All technology related purchases must be approved by both DCP IT and the relevant college or unit prior to procuring the resource.

Responsibilities

Assess department or individual needs.

DCP IT will provide a list of supported computer models based on current UF Procurement vendor agreements and will provide quotes for equipment that will meet the requestor needs.

Note: Purchasing models other than those recommended by DCP IT should understand that they may receive limited technical support and services.

DCP IT will evaluate software purchases to make sure that they comply with UF policies and guidelines.

DCP IT will evaluate IT services, such as cloud storage or VM hosting, to make sure that they comply with UF policies and guidelines.

Per UF policy, a Risk Assessment must be performed on information systems, including but not limited to:

  • Hardware including computers, external storage devices, peripheral devices, mobile devices, software, and IT services
  • Service (new and existing) products
  • Renewal, migration, upgrades, and enhancements of a preexisting system or environment
  • Tools, cloud services, and applications/software

In order to protect the intellectual property of the university and comply with UF policy, it is important that new technologies and services are properly vetted before they are procured. DCP IT will be responsible for evaluating IT-related related purchases, and ensure that the resource complies with university policy.

Purchasing Services

Computers

DCP IT computer recommendations are based on user needs, reliability, maintainability, compliance with UF policy, and compatibility with UF networks and systems.

Computer Procurement Process:

  1. Request a quote for the equipment needed by emailing help@dcp.ufl.edu .
  2. DCP IT will consult with the customer to determine the device that will meet their needs.
  3. DCP IT will email the quote to the director, office manager (or other designated person) and the user.
  4. Once the quote is approved, the purchaser in the user’s academic unit or if appropriate, the college, will purchase the computer. All computers must be delivered to the DCP Dean’s Office.
  5. After DCP IT is notified that the computer has arrived, we will pick up the computer and configure it so that it meets the baseline requirements of the university and DCP IT. Any additional configuration requested by the customer will also be completed.
  6. Before deploying the computer, DCP IT will apply a UF Asset tag.

UF Computers and Peripherals Vendor Contracts.

http://www.purchasing.ufl.edu/contracts/default.asp

Supported Computer Models

For standard staff and faculty computers, DCP IT recommends the current line of enterprise class computers offered through UF’s vendor contract with Dell.

Other brands may be purchased under the conditions that the current Dell product cannot support the needs of the customer, and the device meets all UF computing device requirements.

DCP IT also provides support for current Apple desktops and laptops.

For laptops and other mobile devices, they must comply with UF Mobile Encryption policy.
http://www.it.ufl.edu/policies/information-security/mobile-computing-storage-devices/standard/

Printers

The College of Design, Construction, and Planning participates in the UF PrintSmart program. UF Purchasing has introduced this initiative to help departments save money on scanning, faxing, printing and copying.

UF Purchasing has negotiated a contract with Xerox to partner UF units to help determine the “best fit” for each area by evaluating the proper device and services. As UF copier leases expire, units will replace their current devices with equipment provided and maintained by Xerox.

If you need to purchase a printer or multi-function device (MFD), please submit a request to DCP IT.

Software

DCP IT will evaluate software purchase requests to make sure they are not already covered by a campus agreement and that the software complies with UF policies and guidelines. Any software purchase that is not already approved in the UF FastPath portal, will require a Risk Assessment by the UF IRM team. DCP IT will assist the customer with completing the Risk Assessment and once it is approved, install the software as required by the recommendations made by UF IRM.

For software listed in the FastPath portal, depending on the use case it may still require a Risk Assessment depending on the classification of the data being processed.

Using UF Equipment Away from Campus

  1. If you find you need to use a piece of university equipment away from the university, please follow the UF guidelines listed in the following link.
  2. When traveling with equipment outside of US, check with UF’s Property Office two weeks before traveling to avoid any export licensing issues. Best practice for international travel with a laptop is to not have specialized software installed and to not contain unpublished data or research.
  3. When traveling with equipment outside the United States submit a foreign travel request for equipment on the Asset Management website as soon as the traveler is aware of a trip outside of the United States, to avoid any export licensing issues.