FY2003 Computer Related Capital Equipment for the MIT Libraries

The FY2003 Process

The Libraries are in a period of transition with regard to our technology operation. During FY2003, a new process for making decisions on capital equipment requests and technology-intensive projects will be put into place. Until that new process has been defined, the Computer Coordinating Committee (C3) will continue to manage the capital equipment process as it has in the past. Thank you for being flexible and patient as we look for ways to be even more responsive to your needs!

Submitting Requests

C3 encourages you to submit your requests for computer related equipment as early in the planning process as possible. We will review all the requests received at three points in the coming year (during the months of September, December, and March) and either approve, not approve, or defer decision on each request. Requests which were not approved last year will not be carried over; if you still wish to request such items, please submit a new request.

Please complete a Request Form (https://origen.mit.edu/cgi-bin/capital.pl ) for each piece of equipment. The Request Form must be submitted by September 9, 2002, December 2, 2002, or March 3, 2003. You may submit requests at each deadline; new requests will be re-prioritized with deferred requests from previous quarters.

Principles and Guidelines

General Principles

Serving the patron... Providing appropriate access or instruction to those who use library resources remains a high priority.

Productivity enhancement... Much of the productivity improvement sought for "back room" operations also has a direct benefit for the patron.

Creative and innovative ideas... We believe that at least 10% of our funds should be spent on creative ideas that explore new ways of doing things. We expect that these creative ideas will be clearly described by an enthusiastic "champion" who can convey the innovative nature of the proposal.

Strategic priorities... C3 will make every effort to fund requests that support the FY03 priorities established by Library Council: Complete ongoing facility projects and renovations (Stata, Hayden, DIRC); 'Sell' DSpace; Put Aleph into full production; Sustain the research agenda; Prioritize projects for managing non-text materials; Plan conversion of existing content to digital; Develop metrics for electronic services and collections; Support web based instruction, including metadata; Implement some part of SFX and Metalib.

Technology Support Goals

Please take the time to determine which of the following goals (and it may be more than one) describe each request:

...Access... providing enhanced patron access to resources, including patron self-service

...Teaching... providing tools to better instruct and serve patrons

...Creative... doing creative and innovative things we have not done before

...Productivity... technology that enhances workplace production by our staff

...Sharing... equipment meant to be shared by a workgroup or the whole libraries

...Health... tools to improve the ergonomics of our work

Specific Guidelines

C3 would like the to share the following guidelines for what would generally be approved:

$300 limit... Central funds will not generally support the purchase of equipment costing less than $300, with the exception of certain equipment and software specified below in this list. Exceptions to this $300 limit include:

Magnetic card readers... Magnetic card readers that attach to keyboards will generally be approved for circulation units.

Barcode scanners... Central funds will support the purchase of barcode scanners for processing and circulation units that make a case for them.

Adaptive technology... Consistent with the ergonomics review presently underway, we will give consideration to requests for computer peripherals (eg alternative keyboards, trays, alternative pointing devices) that fall below the $300 limit. See the section on Ergonomics below for more detail.

Ergonomics... A review by an ergonomics professional of all staff workstations is presently underway. Requests that address serious issues identified by this review will be given a high priority. The review is expected to be completed by the end of 2002. Staff whose stations have not been reviewed in time for the September or December cycles but who feel their need is urgent must submit a letter from a health professional describing their situation.

Monitors... Staff whose work requires them to have multiple applications open simultaneously should request a 19-inch monitor. Please be prepared to make a very strong case for requests for monitors 21 inches or larger. C3 is aware of a continued interest in flat-screen monitors in public areas; we will do our best to fund such requests. Last year's testing of flat-screen monitors for staff use yielded mixed results. Requests for LCDs that are supported by a doctor's recommendation will be considered; other such requests will be deferred pending further testing.

Laptops... Staff members may substitute a laptop machine for their regular desktop machine if they make a very strong case for the importance of the mobility and flexibility of a laptop to their jobs. Any such request must also have the direct approval of the department head before it will be considered by C3. Please discuss such a request with your Consultant before submitting it to make sure you are aware of the drawbacks of laptops as well as their advantages.

Printers... Central funds will emphasize sharing by supporting the purchase of high quality laser printers to be used by five or more primary staff members. A printer may be approved that serves fewer than five staff members if a well-defined justification is presented.

Color printers... We will encourage the use of inkjet printers purchased by departments for color printing.

Upgrades... The Institute's recommended minimum processing speed is 350 Mhz; please work with your LTE and/or Consultant to identify any computers in your department that fall below the standard, and request upgrades for them. Be aware that central funds will not generally support the upgrade of machines for positions currently vacant, and that we will not generally upgrade more than 1/3 of our stock of machines in a given fiscal year.

Projects... When several pieces of equipment are part of a single project, we encourage staff to email a description of the whole project to c3-lib, in addition to submitting the individual equipment requests. Such a project description should summarize the goals and objectives of the project, its equipment needs, its impact on workflow and staff of the unit, and its deliverables and timeline.

If you feel you have a valid request that does not conform to the guidelines above, please submit it anyway! All requests will be considered on their merits, and those that contradict the guidelines may help us recognize that the guidelines themselves need revision.

Sharing Equipment

Systems and Technology Services provides a list of equipment available for sharing among Library departments.

ninadm@mit.edu
August 29, 2002

revised by mlcar 1/14/04