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PC Refresh Program

ITS Technology Life-Cycle Program

Given the enormity of the budget challenges the University is facing, carefully managing the procurement of technology is critical in order to ensure we’re maximizing our volume purchasing power, negotiating the deepest discounts possible, and reducing our ongoing support cost.  This is enabled by carefully selecting, reviewing, and managing preferred vendors for servers, printers, computers (desktops, laptops, tablets) and generic software.

All Information Technology hardware and software purchases must have the prior approval of the North Carolina Central University’s Chief Information Officer.  This includes Professional Services Agreements, maintenance and licensing arrangements as well.

All requests for the purchasing of computers (Desktops, Laptops, and Tablets), printers and computer-related equipment and/or software should be sent to Information Technology Services (ITS) for review and approval prior to submitting a requisition for purchase or lease.

COMPUTERS/LAPTOPS

The ITS Technology Life-Cycle Program outlines campus-wide standards for configuration of all computers.  This standard will assist in ensuring consistency across the campus’s personal computing and network infrastructure.  ITS has also established relationships with multiple vendors who are on the North Carolina State Contract List and the University of North Carolina General Administration’s Master Agreements to maximize the university’s purchasing power through the utilization of discounts associated with bulk purchasing.  In addition this program will substantially reduce the cost associated with supporting and maintaining technology equipment. 
The preferred vendors for computers and laptops are:

• Dell
• Lenovo/IBM
• Apple

Visit the link below to view the standard computer/laptop options and their standard configuration.
http://www.nccu.edu/formsdocs/proxy.cfm?file_id=580

If there are unique and/or special requirements, please send an email to Mr. John Smith (jnsmith@nccu.edu), Chief Information Officer, providing explanation and justification for the exception.
Prior to submitting a requisition to purchasing, the following process should be followed:

• Request quote from Mr. Terrence Walker (twalker@nccu.edu), ITS Supply Chain Officer

Attach justification for purchase as follows:

• Is this purchase a replacement?
• What will be the disposition of the replaced item?
• Is the equipment going into a lab?
• If so, has an ITS technician been consulted to ensure adequate network capacity?
• Receive quote back from ITS.
• Complete requisition and submit in Banner.

PRINTERS

The University is required to centralize and reduce the number of printers across campus in an effort to control costs and to comply with the UNC-GA PACE initiatives.
The process for requesting printers is as follows:

• Requestor should first contact Eagle Copy.  Contact Mr. Antoine Carnes, Ext. 6149; 201-4078 or Ms. Gloria Carter, Ext. 5367.
•  Eagle copy will make an assessment of needs and forward to the Chief Information Officer, Mr. John Smith (jnsmith@nccu.edu) an email indicating the area assessed and whether Eagle Copy can meet that requirement.
• If Eagle Copy can satisfy the request, they will inform the requester of the process they need to complete.
•  If Eagle copy has assessed and determined that they cannot satisfy the requirements, the requestor will then enter a ticket for a quote from Mr. Terrence Walker (twalker@nccu.edu).  Please attached to the quote:
• Is this purchase a replacement?
• What will be the disposition of the replaced item?
• Is the equipment going into a lab?
• If you disagree with the assessment, send an email to the CIO stating why you disagree.

SOFTWARE and PROFESSIONAL SERVICES/MAINTENANCE/LICENSE AGREEMENTS
In order to ensure that the University is in compliance with the legal requirements of software vendors and service providers, the following process is required when seeking software and professional services:

• Identify need (What software/services are you purchasing).
• Request license agreement from vendor and/or attain the maintenance agreement, if applicable.
•  Put ticket in to Helpdesk with justifications and ticket is forwarded to Ms. Marian Holiday-White.
• Ms. Holiday-White reviews justification, license agreement and maintenance agreement for the software/services.
• The request is forwarded to the Director of User Support Services and the CIO for approval.
• Once approved, the requestor will be notified to submit the requisition.

Currently, NCCU is participating in the development of a UNC-GA Combined Purchasing Initiative.  As this process evolves, ITS will inform the university constituents of any changes in processes and procedures.
Additionally, ITS will be posting additional information about Information Technology services on the web in the near future.

If you have any questions about the above process should be submitted to pcrefresh@nccu.edu , Terrence Walker at twalker@nccu.edu (x5061).