Some of our computers and/or printers are getting old and are slower than the newer ones being purchased. How do I get a replacement computer?
This falls under purchase class 1. The standard life cycle for desktop computers is four years, three years for laptop computers, and five years for printers. SAIT purchases replacement equipment each year as part of its mission. Replacement equipment is allocated on the basis of the type of work being done on a computer. An employee whose work utilizes a high degree of a computer's power might receive a replacement computer every year or two, while an employee who only performs basic tasks on a computer might receive a replacement every four years.
We are hiring an employee in a newly created position and need an additional desktop computer and monitor. How do we provide for this?
This falls under purchase class 2. This purchase is an increase in the number of computers in the department. SAIT will purchase a new computer for this employee and transfer the cost to the department as this is not included in the SAIT budget. This type of purchase request must come from the department's approved contact for new equipment purchases. The computer and monitor will then be included in the SAIT inventory and replacement costs will be part of purchase class 1.
(Added October 9, 2007) We want to add a computer for use by a student worker or a common location that doesn't have an existing computer. How is this handled?
This falls under purchase class 2. This purchase is an increase in the number of computers in the department. SAIT will purchase a new computer/monitor and transfer the cost to the department as this is not included in the SAIT budget. This type of purchase request must come from the department's approved contact for new equipment purchases. The computer/monitor will then be included in the SAIT inventory and replacement costs will be part of purchase class 1. It is acceptable for the requesting department to place the newly purchased computer/monitor at another, chosen location as long as the new computer is not out of line with the computer requirements of the chosen location; SAIT will place an older computer/monitor in the new location. Both computer/monitors become part of the SAIT inventory and replacement costs will be part of purchase class 1.
Our office printer is not working. Who fixes it?
This is routine maintenance (purchase class 1) handled by SAIT. SAIT will either pay to have the printer repaired or provide a working replacement. This is funded by the SAIT budget.
We need a cell phone for a new employee, or we need to replace an existing cell phone. How do I proceed?
Cell (and desk) phones are managed entirely by the department. They should designate an employee to work with Telecommunications for all phone purchases and repairs. SAIT does not manage phone equipment, only phone (and network) wall jacks.
What about IT equipment-related supplies (toner, paper, discs, etc.)?
All consumable supplies are purchased by the department utilizing the supplies. This includes, but is not limited to, printer/fax/copier cartridges, paper, floppy discs, recordable CDROMs, batteries, and video tapes.
Who pays for maintenance and upgrades for our department's mission-critical software (THD, Foodpro, Judicial Action, etc.)?
SAIT pays for these types of expenses (purchase class 1). Invoices should be sent to SAIT for payment.
When SAIT replaces a computer or printer, is there a chance that I will receive a less powerful replacement or a replacement with fewer features?
SAIT policies dictate that replacement equipment features be as similar to the replaced equipment as possible, or have more features or power than the replaced equipment. This is dependent on available SAIT inventory, and, while waiting for repairs or purchases, it may be necessary for short periods of time to replace equipment with a lower class of equipment.
We want to purchase/replace a digital camera. How is this handled?
This falls under purchase class 2. SAIT needs to determine that the equipment will be compatible with our systems; it is acceptable for the requestor to propose specific camera models. SAIT will purchase the camera and transfer the cost to the requesting department. This type of purchase request must come from the department's approved contact for new equipment purchases.
There's a new piece of software that we want to purchase for certain staff members. Who does this?
This falls under purchase class 2. The request needs to go to SAIT for review. Assuming that other software already installed on the computer doesn't address the need, and that the software works in a restricted security environment, SAIT would purchase the software and transfer the cost to the requesting department. This type of purchase request must come from the department's approved contact for special software installations. This type of request typically takes an extended period of time to test, and it may be necessary for SAIT to purchase a single copy of the software for testing purposes (and transfer the cost to the requesting department).
It's the end of the fiscal year and we have some extra money to replace some of our computers/printers. How is this handled?
This practice is strongly discouraged because hardware replacement is included in the SAIT budget. All Division computers are on a three year (laptops) or four year (desktops) replacement cycle; printers are on a five year replacement cycle.
We would like to have a color printer in our office. How can this be accomplished?
Color printers are expensive to purchase and maintain. SAIT encourages physically adjacent departments to share color printer resources by sharing the cost of supplies and scheduling access. If sharing is not possible, a department may request the installation of a color printer from SAIT (purchase class 2). SAIT would make the purchase and transfer the cost back to the requesting department. At that time, the new color printer will be considered part of the replacement pool described in purchase class 1. This type of purchase request must come from the department's approved contact for new equipment purchases.
We're rearranging our office and need to install a new network (or phone) jack (or move a network (or phone) jack to a new wall). Who does this?
This falls under purchase class 2. After a request is made to SAIT, a site survey will be scheduled. Once a suitable location is defined, SAIT will arrange for UITS to complete the installation. SAIT will transfer the cost to the requesting department. This type of purchase request must come from the department's approved contact for data and phone jack purchases. Plan for at least three weeks between making the original request and having the work completed.
I have a large CRT (TV tube-type) monitor. How can I replace it with a smaller LCD monitor?
All new purchases are of the smaller LCD monitors. Over time, all larger CRT monitors will be replaced as part of the hardware replacement cycle.
How do I get two monitors attached to my computer?
Dual monitor configurations are discouraged except in exceptional cases. A request for such a configuration can be made to SAIT for review and approval; the primary criteria are the number of windows that are actively used and the need for detail work in these windows. SAIT will purchase the extra monitor and transfer the cost to the requesting department (purchase class 2). This type of purchase request must come from the department's approved contact for new equipment purchases.
Why is SAIT responsible for fax machines and photocopiers?
Faxing, copying, and printing functions are just different aspects of the same operation. One of the main reasons SAIT was created is to create a more efficient technology infrastructure. SAIT intends to create guidelines to enable the optimal placement of printing devices in locations throughout the Division.
We need a new fax machine or need to replace an existing fax machine. What do I need to do? What kind of fax machine can we use?
This falls under purchase class 1. Fax machines are replaced on an as-needed basis. A request should be sent to SAIT for review. SAIT will review the request and make the appropriate purchase from a state-approved vendor. Home/small office multi-function devices are not compatible with the Student Affairs technology environment and are not purchased or supported. Sharing of a fax machine over the data network is not supported. This type of purchase request must come from the department's approved contact for new equipment purchases.
Should I buy a networked or non-networked photocopier?
A networked photocopier can be used in place of a networked computer printer; most of these units can also be used as a scanner. It is more cost-effective to purchase a networked photocopier. Also read the next question.
We have a non-networked photocopier and want to connect it to the network for use as a printer. Can we do this?
This can be done; however, it is usually much less expensive to purchase the network connection hardware when the photocopier is purchased. This falls under purchase class 2. SAIT reviews the request, makes the necessary purchase, and transfers the cost to the requesting department. At that time, the newly networked photocopier will be considered part of the replacement pool described in purchase class 1. This type of purchase request must come from the department's approved contact for new equipment purchases.
Can I have a personal printer for my desk?
The installation of one-user personal printers is discouraged except in cases where the user can document a need to print sensitive or confidential documents or can document a printing volume that makes a personal printer more efficient. This falls under purchase class 2. SAIT reviews the request, makes the necessary purchase, and transfers the cost to the requesting department. At that time, the new printer will be considered part of the replacement pool described in purchase class 1. This type of purchase request must come from the department's approved contact for new equipment purchases.
