Systems and Technology Services
Computer-related capital equipment
Principles and Guidelines for Submitting Capital Equipment Requests
-- FY2008
Goals | Process | Procedure
for reviewing of requests
Computer-Related Capital Equipment Goals
Each request for computer-related capital equipment includes information
on the "purpose of use" - the category for the primary
use to which the equipment will be put. This information is used
to track expenditures across categories.
Starting with FY08, the following categories will be used to describe
the goals of the computer-related capital equipment program:
- Access to library collections - includes ordering,
digitizing, or circulating material; document delivery; and metadata
creation or entry into databases of print or electronic resources
- Research and reference - includes reference,
research consultations, and direct use by patrons
- Instruction - includes creation and delivery
of one-on-one and group instruction
- Innovation - includes using technology in new
and sometimes unproven ways
- Original content production - includes producing
print publications, web pages, graphics, and audio or video content
in ways that do not fit into any of the above categories
- Health - includes ergonomic or disability-related
requests
- Administrative - includes Microsoft Office applications,
SAP, ECAT
Computer-related Capital Equipment Process
I. Existing hardware (desktop computers, laptops, printers,
monitors, barcode readers and magswipes) will be routinely replaced
by STS. Computers will be upgraded on a regular schedule, and
other equipment will be repaired or replaced as required. Request
forms do not need to be submitted for these items. To let us
know about failing or problematic equipment, send email to ce-lib@mit.edu at
any point during the year.
II. The focus for the request process will be on equipment
that directly supports strategic initiatives. The $300 minimum
will be rigorously observed.
III. A Request form should be filled out if a unit wants to
obtain a new piece of hardware or software, or to replace an
existing item with a new type of equipment – for example, to
replace an existing desktop unit with a laptop.
IV. There will be two request cycles during the year. The
main request cycle will happen on or around April 15; every attempt
will be made to deploy equipment approved in this cycle over the
summer. The deadline for the second cycle will be around mid-November.
V. Emerging needs, or any types of equipment that don’t
fit comfortably with either a department’s budget or the CE
process as described above, may be discussed in the Technology Advisory
Group. TAG may wish to make recommendations about such items
and submit them to other decision-making bodies. We understand
that the process needs to be flexible and responsive.
Procedure for reviewing of requests
I. Each round’s requests will continue to be reviewed by the
ce-lib group (Greg, Keith, Nina, and the LTCs.)
II. Existing equipment will be upgraded to keep
pace with MIT’s recommended minimum standard, and equipment
that breaks will be replaced. This sort of routine maintenance will
be handled outside of the request process, but Nina will report to
SC a summary of expenditures in this area. Exception: anything costing
more than $3000 will still be brought to Steering Committee for final
approval.
III. Requests for changes to existing infrastructure (eg
replacing a PC with a Mac or a desktop with a laptop) will be reviewed
by the ce-lib group. Again, Nina will summarize the group’s
decisions in her report to SC, and SC will be asked to approve expenditures
in excess of $3000 as described below.
IV. Requests for new equipment will fall into two
categories:
A. Small items – an item that costs less
than $3000, is not linked to a new service initiative,
and represents no significant support challenges. In
these cases, the ce-lib group will make a recommendation in consultation
with the appropriate AD. Nina’s report to the SC will reflect
ce-lib’s recommendations; it will be up to each AD to advocate
for equipment that s/he considers a high priority for the directorate.
B. Strategic or major items – equipment
that represents a new service initiative, requires a significant
investment in support and maintenance, or costs $3000
or more. In these cases the following procedure will be followed:
- A task force will be appointed to study a proposed new service.
The group, which may be drawn from our existing committee structure
or appointed independently, will be charged by the appropriate
AD, and will draw upon STS for technical advice as needed. The
group’s final report should address such issues as justification
for the proposed service, suggestions for supporting the new equipment
and analysis of support requirements, and a recommendation.
- Requests to upgrade a major item need not be studied
by a group, but should include a strong justification, showing
that use of the existing equipment warrants the expenditure.
- If the AD supports the recommendation (or request to upgrade
a major item,) s/he will seek SC’s approval of the proposed
service program.
- Proposals that have been approved by SC will be funded as CE,
or by way of other sources as budgets permit.
