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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 -- FY2007

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

Submitting Requests

  • The request form for new equipment is at https://aeryn.mit.edu:8443/CapEq/capital.php .
  • Deadlines for submitting requests are September 8, 2006, January 5, 2007, or April 2, 2007. 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.) Requests for more than one of the same item should be submitted on separate forms for each item. (Example: if you are requesting upgrades for six public stations, submit a separate form for each one: each workstation is independent of the others.)

 

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 high-priority projects or contribute to initiatives that directly relate to the Libraries' strategic directions.
  • Health... The Libraries remain committed to providing tools to improve the ergonomics of our work.
  • 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.

Specific Guidelines

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

  • $300 minimum... 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.
    • Monitors … See below for criteria for requests for special monitors.
  • Repairs… If equipment you already own needs to be repaired or replaced, please let us know right away - you don't need to wait for the next request cycle. Repairs or replacements of barcode scanners, magnetic card readers, monitors that meet the criteria outlined below, or equipment costing more than $300 will be covered by the central technology budget. Other items are the responsibility of the department.
  • Upgrades... This year we will try to upgrade desktop computers with a processing speed below 1.7 GHz and laptops below 1.4 GHz. If your unit owns any such equipment but you are not experiencing difficulty with it, there is no need to request upgrades: we will identify equipment for routine upgrade in our hardware inventory. If the computer in question is having performance problems be sure to request an upgrade, and include information about the problem.
  • Consolidation… Wherever possible, we will try to reduce the number of hardware platforms 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. If you are submitting requests in support of this goal, submit separate requests for each item (in other words, do not submit them as a “bundled” request) and include a note identifying the items' location.
  • Monitors... In response to ongoing interest in acquiring LCD and large-screen monitors, a special set of criteria will be applied to requests in this category.
    • The $300 minimum will not be applied to requests for monitors.
    • Requests for public stations, if approved, will be filled as 17” LCD monitors. Requests for staff whose work involves intensive ALEPH use, if approved, will be filled as 19” LCD monitors. Requests for administrative staff, if approved, will be filled as 17” monitors; requests for other special monitors for staff must be accompanied by justifications.
    • Requests for a group of monitors for public workstations in a single location may be bundled.
    • Requests for monitors for staff based on health concerns must be supported by recommendations from a doctor or Environmental Health and Safety.
    • Staff whose work involves intensive use of the ALEPH staff client are requested to do two things before submitting requests: 1) Ask your LTE to check your screen resolution (often, a simple adjustment to your current monitor will help a lot.) 2) 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.) Requests for 20” monitors will only be approved under exceptional circumstances.
    • Other requests for special monitors for staff will be considered on a case-by-case basis and must be submitted as separate requests (not bundled.)
    • Monitors that need to be replaced during the year will automatically be replaced by the standard equipment for its function (17” LCD for public stations and administrative staff; 19” LCD monitors for staff in local processing, CAMS, or ALS with ALEPH-intensive work.) Central funds will cover the cost of replacement. Units who want broken monitors to be replaced at a higher level must submit a request form; the same criteria used for new equipment will be used to review these requests.
  • Ergonomics... The $300 minimum will be applied to requests for more ergonomically sound computer equipment. Be sure to review the special criteria for monitors described above.
  • 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 the LTCs (dst-lib@mit.edu,) 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. If the staff member is unable to solve a problem with a Mac, STS staff 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.
  • 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 October 31, 2007