Information Regarding Computer Provision / Replacement Programme

The following page has now been updated to reflect SITTC policy, as decided on the 29th September 2004.

Introduction

SITTC policy provides new staff / PhD students resources to equip themselves with computer equipment for ICT and academic work, where no other funds provide such support. While PhD students machines are not replaced, because of the short duration of their studies, Staff machines are replaced at an interval set by SITTC. This is currently after 4 years.

Special arrangements exist for part-time staff. These staff usually require laptop computers (rather than preferring them). The increased basic cost and depreciation of laptop computers is recognised. Therefore the following extra provisions are recognised for these staff members.

• Money to extend support for four years. 
• Extra funding available from some Subject Groups (currently only IS).

New and replacement machines are normally provided to the same specification as new machines entering the School's labs. The specification for this is set by ITNG, and is aimed at a basic setup, yet with the power to handle the more demanding computing activities that the School engages. ITNG usually conduct a tender exercise every year where leading manufacturers bid for the School's custom. This normally results in significant savings over 'list' prices.

It is noted that individual requirements may differ from this standard spec (e.g. Sun Workstations) and as a consequence, SITTC is happy to fund or part fund alternatives. This is obviously on the proviso that the resulting equipment will allow the basic ICT functions that are required within the School. SITTC's role is to provide this basic equipment, which should be a common requirement across all Academic and Academic-related staff. While other requirements are naturally expected, if they exceed the cost of the basic system, these cannot be automatically funded by SITTC. Matching funds will need to be found, either from SDA, research contracts or from Subject Groups. If there are no funds available, e.g. new academic staff, SITTC will  considered providing the additional money on a case-by-case basis and as funds permit.

SITTC and ITNG also wish to exert some control over resulting purchases to ensure the continuity of provision and rationalisation of the computing estate. Thus purchases of equipment using or partly using SITTC money should be made through ITNG.

Procedure

SITTC has decided that cases for new machines need to be made to Department reps. Cases for basic replacement on grounds of age exceeding the prescribed maximum will normally be automatic. Any other case must be made directly to the Chair of SITTC, who will consider them against other requirements and SITTC funds. He/She will be able to make a Chair's action, but is likely to consult with ITNG and/or other members of the School as required.  Cases where there is some matching support will be treated sympathetically.

Machine Spec and purchasing advice

Desktops

The School normally purchases from its own 'preferred supplier' usually chosen annually via a mini-tender but this has been Dell for the last 5 years. Staff are also free to purchase from the University's preferred supplier, currently RM but this is in the process of re-determination.

If you do not want a lab machine, you are encouraged to choose a Dell specification from the normal Dell Higher Education website and to send this to the Systems Manager (i.m.bland@reading.ac.uk). Please note that under the terms of the Inter-Regional Desktop Agreement (IRDA), a discount of at least 20% is offered on the Optiplex range. These prices are available to ITNG and will be applied when the item is ordered. You may therefore choose a specification above budget in anticipation of this reduction or work directly with ITNG to specify a configuration to your precise requirement and price-range. Please ask the Systems Manager what the current SITTC allocation is as it changes frequently, although normally around the £600-£700 mark.

Purchases from the Precision range are possible if warranted but purchases from the Dimension range are not encouraged. Personal purchases of any Dell machine are allowed on the same terms as the University. However; given that the discounts are greatest on the corporate models, this may not prove such a benefit for a home purchase. Nevertheless, some discount on the Dimension range is offered.

Laptop purchases

Laptops tend to be more expensive that desktop PCs for any given specification. SITTC will fund eligible purchases to the value of the base PC. Laptops may be purchased from the following suppliers under the LUPC agreement.

• Toshibas from Getech
• RM / Samsung from RM
• Dell

It is strongly recommended that four years warranty is purchased on all laptops and, preferably, this is on-site. A three year deal is usually a condition of the LUPC agreement so this will need to be extended. Normally this costs about £30 - £50. A security device, such as a Kensington lock is also recommended.

Again, please feel free to approach ITNG for advice.

In the past we have been allowed to buy Sony Vaio laptops from RM. Please note that this choice is not protected by nationally negotiated price/service agreements and may not represent best value for money - Caveat Emptor, especially of hidden charges such as delivery.

Personal purchases can be made against these offers, but only as a private matter.

Other options

Please discuss your requirement with either Anthony or Ian.

last modified: 01/06/2006 by imb