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ICT Equipment and Procurement Policy


Responsibility for policy: Director of Information and Technology Services
Approving authority: Assistant Vice-Chancellor (Student and Information Services)
Last reviewed: February 2010
Next review date: February 2013

This policy is currently under review.

Print Version

Application

  1. This policy applies to all staff of the University of Waikato.

Scope

  1. This policy applies to Information and Communication Technology (ICT) equipment, whether hardware or software, purchased with University, Research Trust or external research funds.

Purpose

  1. The purpose of this policy is to set out the principles that apply to the procurement, management and replacement of ICT equipment.

Related documents

  1. This policy should be read in conjunction with the following documents:

Definitions

  1. In this policy:
    • ICT equipment means desktop computers, laptops, servers, monitors, printers, audio-visual (AV) equipment, software and network equipment, but excludes IT consumables such as printer cartridges
    • ICT capital equipment means ICT equipment capitalised in accordance with this policy
    • standard system bundle means all the components included in a standard package when a computer is purchased
    • custom system bundle means all the components selected as part of a customised computer purchase
    • capitalised means recorded on the University's Fixed Asset Register, allocated an asset number, and subject to depreciation
    • AV equipment means audio-visual teaching materials or aids, including digital cameras and data projectors.

Coordination of ICT equipment budget and procurement

  1. The Director of Information and Technology Services Division is responsible for:
    1. coordinating the University's ICT capital equipment purchases so that the University fully leverages its purchasing power to achieve the best pricing possible
    2. ensuring that appropriate specialist ICT procurement advice is provided by the Information and Technology Services
    3. coordinating the annual preparation of the University's ICT capital expenditure budget in consultation with Deans, Directors and equivalent, for consideration by the ICT Committee
    4. ensuring that the cost of ICT capital equipment purchases can be met within the approved annual ICT budget.
  2. The ICT Committee is responsible for recommending the annual ICT budget, including priorities for ICT capital expenditure, to the Vice-Chancellor for approval.

Capitalisation of ICT equipment

  1. Any item of ICT that costs $2,000 or more and has a lifespan estimated by the Financial Management Manager of more than 12 months must be capitalised.
  2. All servers, desktop computers, laptops, AV equipment held as part of the Information and Technology Services pool, monitors and printers must be capitalised, regardless of their cost and regardless of whether components are purchased separately or as part of a standard system bundle or a custom system bundle.
  3. Any item of ICT that falls outside the categories set out in sections 8 and 9 above must not be capitalised.

Purchases through the ICT capital expenditure budget

  1. Unless it is being purchased using Research Trust or external research funds, the cost of ICT capital equipment must be met through the University's ICT capital expenditure budget.
  2. The purchase of ICT capital equipment using the ICT capital expenditure budget is subject to the approval of the ICT Committee.

Purchases through Research Trust or external research funds

  1. ICT equipment purchased through Research Trust or external research funds, rather than the ICT capital expenditure budget, is the property of the University and must be capitalised if it meets the criteria set out in sections 8 or 9 above.

Purchase and replacement of ICT equipment

  1. Staff who wish to purchase ICT equipment, whether the item is to be capitalised or not, must do so through Campus Computers, and must select from the available options.
  2. Where the relevant Dean, Director or equivalent wishes to purchase a new (as opposed to replacement) item of ICT capital equipment, unless it is being purchased with Research Trust or external research funds, he or she is responsible for preparing a business case for consideration by the ICT Committee; the business case must include a justification for the purchase.
  3. Where the relevant Dean, Director or equivalent wishes to purchase a specialised item of ICT capital equipment for medical reasons, the business case required under section 15 must also include a recommendation by the University Health and Safety Coordinator.
  4. Business cases submitted under sections 15 and 16 are subject to approval by the ISPC.
  5. Staff who wish to purchase an item of ICT equipment that must be capitalised under sections 8 or 9 above, must use the appropriate capital account code from the following:
    • PF40/7530: computer equipment, monitors, printers, network equipment
    • PF45/7531: AV equipment
    • PF10/7400: software
  6. Staff who wish to purchase an item of ICT equipment that is not to be capitalised under section 10 above, must use the appropriate expense account code from the following:
    • PM40/4601: computer equipment <$2,000
    • PC12/4251: software purchase
  7. Before purchasing a replacement for an existing item of ICT capital equipment, staff must ensure that the item being replaced is recorded on the Fixed Asset Register and is flagged on the Register as being eligible for replacement through the ICT capital expenditure budget.
  8. ICT capital equipment purchased through Research Trust or external research funds is not eligible for replacement through the ICT capital expenditure budget.
  9. ICT capital equipment funded from the ICT capital expenditure budget is eligible for replacement in accordance with the replacement cycles set out below:
    • all desktop computers (including laptops): 5 years
    • servers: 5 years
    • monitors: 5 years (unless it is a high usage monitor in a 24-hour lab, in which case it may qualify for a shorter replacement cycle).
  10. Replacement of ICT capital equipment earlier than scheduled under section 22 above, due to damage, loss or theft, is subject to the approval of the relevant Dean, Director or equivalent; where the replacement is not covered by insurance, it will be funded through the ICT capital expenditure budget.

Management and security of ICT capital equipment

  1. The Director of Information and Technology Services is responsible for ensuring that appropriate processes are in place so that:
    1. asset numbers and labels are supplied for all ICT capital equipment, and
    2. serial numbers of major components of ICT capital equipment, and other components as required, are recorded in the relevant database.
  2. Deans, Directors or equivalent are responsible for ensuring that appropriate processes are in place in their areas of responsibility so that:
    1. the correct asset labels are affixed to all ICT capital equipment
    2. the location of ICT capital equipment is recorded using the software tools provided by Information and Technology Services
    3. the disposal of any ICT capital equipment is in accordance with the ICT Capital Equipment Guidelines and the Provision of Computers for Staff and Recycling and Disposal of University Computer Equipment Policy
    4. Campus Security is notified, as soon as practicable, in the event of the theft of any ICT capital equipment.
  3. When faults occur with ICT equipment outside the warranty period, maintenance and repair costs must be covered by the relevant Faculty/Division or equivalent.

Responsibility for monitoring compliance

  1. The Director of Information and Technology Services is responsible for monitoring compliance with this policy, and reporting any breaches to the Assistant Vice-Chancellor (Student and Information Services).
  2. Breaches of this policy may result in disciplinary action under the Staff Code of Conduct.

Waivers and variations

  1. Only the Assistant Vice-Chancellor (Student and Information Services) has authority to waive or vary the provisions of this policy in individual cases.

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