Policy on Information Technology (IT) Equipment Acquisition, Replacement and Upgrade

I – Policy Statement

This policy sets the Ateneo de Zamboanga University’s protocol on matters pertaining to the acquisition, replacement, and upgrade of University-owned and managed IT resources. It is established to clarify, streamline and enforce guidelines and processes for a more efficient and cost-effective management of the University’s IT resources.

II – Definitions

1)     Inventory – List of IP-based IT equipment being maintained by CITS.

2)     IP-based IT equipment – an IT equipment that can be connected through the local area network that has a unique identification number.

3)     IT equipment – computers, printers, switches, hubs, and other related electronic computing and communicating devices.

4)     Standard computer – a computer with specifications (what is the processor, disk storage size, RAM capacity, etc) set forth by the CITS.

5)     Standard configuration – pertains to the contents of a standard computer that determines how the computer will be utilized.

6)     Unit – pertains to academic department or unit, university support office, administrative office, central service unit, etc.

III –Management of IT Resources

1.     The Center of Information and Technology Services (CITS) manages the IT resources of Ateneo de Zamboanga University (AdZU). Among its mandate is to ensure that faculty and staff are provided with the technology resources and technical support needed to efficiently perform their respective job functions and to maintain alignment with the University Strategic Plan.

Thus, it is the primary goal of the CITS to guarantee that the University IT facilities and resources are effectively managed, appropriately deployed, efficiently utilized, and timely replaced.

1.1   Specific Objectives

a)     Ensure that faculty and staff have access to computing needs to fulfill their work responsibilities.

b)     Ensure that appropriate computing resources are available in university offices in support of AdZU’s vision and mission.

c)      Establish a centralized budget that provides basic computing resources for AdZU employees.

d)     Maintain compatibility of computer systems with the computer applications used by different Units.

e)     Streamline the specification, acquisition, and deployment of new equipment and redeployment or disposal of old equipment.

f)       Keep an inventory of IP-base IT equipment.

2.     CITS Standard Operating Procedure

  Specifically, the CITS, as part of its standard operating procedure (SOP),                  is tasked to:

a)      Define a standard computer and determine the technical features based on the needs of the unit.

b)      Recommend and approve purchases of the IT equipment.  

c)       Select appropriate IT equipment and provide assistance so that the computer assigned to the office have sufficient capacity to meet the unit’s needs.

d)      Maintain an accurate inventory of all University IT equipment in order to track assets and identify those that are slated for replacement in a way that supports resource planning and gives priority in future replacement cycles to those computers not upgraded or replaced.

e)      Schedule, coordinate and execute the replacement process while complying with applicable rules and regulations for the acquisition and redeployment of the equipment involved in replacement activities.

f)        Communicate and arrange with the Unit the logistics needed to complete the replacement processes.

g)      Verify the computer inventory to be replaced each year, including submission of any correction or addition to CITS. If something is overlooked, it can either be acquired during the next purchase cycle, or the Unit can submit a new purchase request.

h)      Choose a replacement for each of the computers to be replaced or coordinate with the Unit to select a replacement configuration. Replacement equipment will be selected from the lists of standard equipment provided by CITS. Brand shall not be a consideration only functionality and utility. For instance, an Apple Mac shall not be automatically be replaced with an Apple Mac or a branded PC with another branded one.  Once the Unit representative submits the request for a replacement computer, CITS will check its inventory for availability, and will deploy one that is most suited for the needs of the requesting party. If there is no suitable replacement in their inventory,  CITS will advise the Unit to procure a new one.  

IV –Guidelines and Processes

1. All computers and IT equipment purchased by any​ unit ​of the Ateneo de Zamboanga University, are  ​owned by AdZU, unless otherwise stipulated  ​in a specific written contract  ​by an external funding agency.

1. AdZU, through CITS, reserves the right to determine if a replacement will be a new IT equipment or be a redeployment from the CITS’s stock

1. Based on University protocols, all requests for IT equipment are vetted by the CITS during institutional budget hearings based on needs, cost and suitability. As a general principle, the CITS shall redeploy a suitable equipment from its inventory for the requesting party’s use. Only when there is no available equipment that meets the needs of the requesting party shall the CITS recommend or approved the purchase of a new one.

1. CITS ​shall provide technology support only to IT equipment that meet​s​ predefined software and hardware standards. This means that IT equipment that do not meet said standards shall not be integrated into the University’s systems and network.

1. All units should discuss the standard configurations with the CITS prior to submitting their request forms so that they can be duly advised on the type of equipmentthat will most effectively meet their needs and work requirements. No changes or modifications can be made to a request after it has been approved by the CITS.

1. Individual employees and/or the units are held responsible for lost or damaged IT equipment entrusted to their care.  Thus, each employee is expected to take all measures necessary to ensure that the AdZU-owned IT equipment is utilized and handled properly. Misuse or abuse of equipment shall be dealt with administratively.

1. All IT equipment should remain in the location where they have been installed originally. Moving or removing of installed equipment or rearranging its position shall require prior written notification and approval of the CITS.

1. Loss or theft of University-owned IT equipment should be immediately reported to the CITS Tech Support.

V – Replacement, Upgrade, and Redeployment

1. IT equipment that are replaced or upgraded are the property of the University.

1. When the units request for a replacement of an IT equipment, they are not allowed to repurpose or keep the replaced item to expand the number of computers supported.

1. All IT equipment turned over to CITS will be assessed. If the IT equipment is deemed appropriate for redeployment, the CITS will:

a)       Transfer the asset in the Inventory list;

b)      Clean and re-image computers (if it is a computing device);

c)       Load appropriate anti-virus software on computer;

d)      Assign to next Unit on the “In-line for Used/Refurbished Computers” list;

e)       Deliver and install computer to requesting Unit;

1. If units are deemed inappropriate for redeployment, CITS will:

a)       Clean IT equipment and breakdown (take apart) in order to identify working parts

b)      Recycle parts to refurbish/repair other IT equipment

c)       Turn over to PCO remaining parts for disposal

V – Purchase of IT Equipment

1. GRANT-FUNDED EQUIPMENT

a)     Individuals and Units pursuing grants for computing equipment or grants that include IT equipment should consult the CITS prior to the purchase for configuration approval. Computing equipment that is purchased with grant funds will become part of the IT inventory of the University and will be installed, networked and maintained by CITS staff.

b)     Purchase of replacement of grant-funded equipment is subject to approval by the unit head, Property Custodian and the Finance Office, and the University President or any of his assistants.

​

c)      Faculty members with funds from research awards or with startup funds may use such to purchase computers and equipment. The equipment, however, shall belong to the University.

IT equipment purchases funded through grants, external programs or other budget resources will be inventoried and will be subject to AdZU and CITS policiesunless otherwise stated in the granting agencies contract.

1. COMPUTER LAB OR SPECIAL PURPOSE EQUIPMENT

a)     Purchase of new computer IT equipment for laboratories, research and for other special purpose must be approved by the unit head, CITS, Property Custodian, Finance Office, and the University President or any of his assistants.

b)     Purchase of replacement IT equipment for laboratories, research and for other special purpose must be approved by the unit head, CITS, Property Custodian, Finance Office, and the University President or any of his assistants.

VII – Other Considerations

1.     Any request for an IT equipment that does not conform to the standards set by this policy but is needed by a unit for special academic or research purposes as mandated by law or required by government regulations should have prior approval of the unit head.

2.       In the event the standard equipment does not meet a specific computer resource requirement, such as in the requirement for a specific hardware platform, the department may request an exception to the standard. Requested upgrades to the standard configuration will not be processed without approval from the Unit head (i.e., Academic Vice President for the tertiary ed and professional schools, and principals for basic education) and the CITS. Exceptions are granted on an as-needed basis at the discretion of the Unit head.

3.     Exceptions to this computer replacement policy, including compelling business needs, should meet the following criteria and will be evaluated as follows:

a)       Technical Justification – Evaluated based on documented manufacturer’s technical requirements for hardware, software and peripherals.

b)      Cost or Resource Justification – Evaluated based on verifiable cost or resource savings.

c)       Legal or other mandate – Evaluated based on technical, cost or other factors identified by the request initiator with approval as needed.

d)      Machine Malfunction – Machines that malfunction due to user-created errors or mistreatment will be dealt with on an as-needed basis.

4.     The CITS will work with the Units and their IT point-persons to resolve issues and, when appropriate, will assign temporary desktop computers as needed and based on the availability of suitable machines.

VIII.  Effectivity

This policy takes effect on ——, and supersedes all previous relevant policies and regulations.  

Engr. Eugene Kanindot
Director, Center of Information Technology Services
Ateneo de Zamboanga University