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Systems and Technology Services > Computer-related capital equipment > Principles and Guidelines for Submitting CE Requests

Systems and Technology Services

Computer-related capital equipment

Principles and Guidelines for Submitting Capital Equipment Requests -- FY2006

Submitting Requests | General Principles | Specific Guidelines | Review and Approval Process

Submitting Requests

  • The request form for new equipment is at https://libsys.mit.edu:8443/CapEq/capital.php .
  • Deadlines for submitting requests are September 19, 2005, January 9, 2006, or April 3, 2006. Each quarter's new requests must be re-prioritized with requests deferred from previous quarters.
  • Department heads can add or remove permissions for their units. To do this, go to the form and select "Add/Delete Users."
  • All components of "bundled" requests - that is, a request for multiple pieces of inter-dependent equipment - should be submitted together on one form. (Example: if you are requesting a microform reader/scanner that needs to be connected to a computer, submit both of them on one form: these are inter-dependent items.)

 

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.
  • System-wide priorities ... We will make every effort to fund requests that support the high-priority projects as established by Library Council, or requests that contribute to initiatives that directly relate to the Libraries' strategic directions.
  • Creative and innovative ideas... A portion of our funds should be spent on exploring new ways to use technology in our work. These creative ideas should be clearly described by an enthusiastic "champion" who can convey the innovative nature of the proposal.
  • Health... The Libraries remain committed to providing tools to improve the ergonomics of our work

Specific Guidelines

$300 limit | Upgrades | Consolidation | Monitors | Ergonomics | Laptops | Network charges | Macintoshes | Repairs | Other thoughts

  • $300 limit... Central funds will not generally support the purchase of equipment costing less than $300, with the exception of:
    • 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.
  • Upgrades...This year we will try to upgrade desktop computers with a processing speed below 1.5 GHz and laptops below 1.2 GHz. If your unit owns any such equipment, please request an upgrade. If the computer in question is having performance problems be sure to include that information in your request.
  • Consolidation… Wherever possible, it is desirable to reduce the number of hardware platforms and operating systems in a single location. This goal serves the public by providing a more consistent experience in our public service units, and also increases productivity by simplifying support.
  • Monitors... Requests for LCD or large screen CRT monitors will be considered on a case-by-case basis. Before you request a new monitor, we ask that you take the following steps to ensure that the equipment you request will actually be satisfactory for you:
    • Staff whose work involves intensive use of the ALEPH staff client should ask their LTE to check their screen resolution. Often, a simple adjustment to your current monitor will help a lot.
    • Visit the ATIC Lab in 7-143 to test a range of monitors. The ATIC lab has 17", 18", 19" and 20" LCD monitors available for testing, with the ALEPH client installed at each station. (Please call ATIC at 3-7808 to let them know you're coming.)
    • If this equipment was recommended by a doctor or ergonomic consultant, include that information in your request.
  • Ergonomics... Central technology funds will support the purchase of more ergonomically sound computer equipment when prescribed as a medical necessity and/or on a funds available basis.
  • 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. Staff requesting laptops must also take responsibility for adhering to the Libraries' security guidelines.
  • Network charges… The cost of activating or installing a net drop for new equipment may be folded into your request. If you wish to install a drop for equipment you already own, please submit a separate request for it. Network charges that fall below the $300 limit must be funded by individual departments; to request network installations or activations outside the scope of CE requests, simply email Greg Raposa (graposa@mit.edu) with a cc to your department's LTC, and be sure to include the location and the account to be billed.
  • Macintoshes… STS does not have deep expertise in supporting the Macintosh operating system, and staff whose jobs require them to use Macs have traditionally been asked to support these computers themselves. Requests for Macs must be accompanied by a justification, and requesting departments must be prepared to support them locally. If the staff member or LTE is unable to solve a problem with a Mac, the LTC will only be able to provide a minimum of assistance, after which the department will be asked to contract with IS's fee-based consulting service.
  • Repairs… If equipment you already own needs to be repaired or replaced, please let your LTC know right away - you don't need to wait for the next request cycle. Repairs or replacements of barcode scanners, magnetic card readers, or equipment costing more than $300 will be covered by the central technology budget, and other items are the responsibility of the department.
  • Other thoughts… If you feel you have a valid request that does not conform to the guidelines above, 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.

 


Review and Approval Process

All CE requests are reviewed by the Head of STS and the LTCs. They discuss their recommendations with the Assistant Director for Administration and the Facilities and Operations Administrator, and the group prepares a proposal for Steering Committee to approve. The recommendations are based upon the general principles and specific guidelines outlined above.


 

 

Page last modified by ninadm July 18, 2005