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IT Purchasing Guidelines

IT Purchasing within the Faculty of Science

The aim of this guideline is to provide a summary of IT purchasing policies and related information for users within the Faculty of Science. 

Most of the requirements listed are sourced from University policy.   Some components are Faculty requirements to ensure compliance with University policies, contracts with vendors or audit requirements. 

This guideline is concerned with spending of University funds.  For definition purposes, University funds are any money that is stored in the University bank account or is provided to the University to manage.  This includes operational funds, grant money and consultancy money that the University is holding.

IT items or equipment are defined as:

  • Computers (Desktops, Notebooks / Laptops, Netbooks, Integrated PCs)
  • Servers
  • Printers or Multifunction devices
  • Software and Software licences
  • Computer related storage devices (hard drives, backup devices, USB storage devices etc)
  • Computer peripherals and components (monitors, CD/DVD drives, RAM, scanners etc)
  • PDAs including Blackberries and iPhones
  • Audio Visual (AV) equipment (projectors, TV screens, LCD panels etc)
  • any device containing a CPU (processor) or hard drive
  • any device to be connected to the University network
  • any wireless device
  • any internet enabled device or digital connection device
  • any internet service
  • servicing and maintenance charges for IT items or equipment

In most cases, the same rules here also apply to mobile phones or any other item that may be considered an "attractive" item by the University.  Please seek clarification with the IT team or the Faculty Finance team if you are intending on purchasing a mobile phone or attractive item.

Purchasing via SAP, Credit Card or Reimbursement

In general, all IT purchasing must be ordered via the SAP purchasing system.   The SAP finance purchase order system is used to meet audit requirements, allow forecasting, allow university wide reporting and provide detailed information about the item for internal purposes (i.e. warranty claims).

Purchases in the SAP purchasing system are subject to release by authorised officers.  The primary reason for release is to ensure schools are compliant with University policies.   For IT items, release is conducted on two levels.  First by the Faculty IT group for computer related purchases and secondly by an authorised finance delegate within the school to approve funds.   See below for further details in relation to the approval process for IT equipment.

Any item subject to requisition release within the SAP purchasing system is not to be purchased on Monash credit card. Purchasing of these items on Monash credit card is in contravention of credit card policy which all credit card users have agreed and are bound to.  This specifically includes IT equipment.

For reference purposes, the complete list of categories of equipment that are subject to SAP requisition release are:

  • Motor vehicles  (subject to release via Procurement Branch)
  • Protective clothing, safety signs, first aid and other safety items  (subject to release by local Safety Officer)
  • Radiation materials (sealed and unsealed sources)   (subject to release by local Radiation Safety Officer)
  • Equipment that includes Class 3 or 4 lasers  (subject to release by local Laser Safety Officer)
  • Chemicals and scheduled poisons designated by school poisons permit  (subject to release by local Chemical Weapons Officer)
  • Computer equipment, computer related equipment and related expenses (subject to release by Faculty IT as the local Computer Officer)
  • Computer storage devices (subject to release by Faculty IT as the local Computer Officer)
  • Computer components (subject to release by Faculty IT as the local Computer Officer)
  • Computer software (subject to release by Faculty IT as the local Computer Officer)
  • Live animals (subject to release by local Animal Ethics Officer)
  • Contractors i.e. Minor works Orders (subject to release by Facilities and Services)
  • Consultancy >$50k (subject to release by Procurement Branch)

Similarly, IT items should not be purchased and then claimed via petty cash or reimbursement as these items would not be subject to the approval process.

Items purchased by credit card, petty cash or reimbursement that were not authorised by Faculty IT prior to purchase may be refused or denied payment.  For credit card cases, it is the responsibility of the credit card holder to repay the University for the charge in-line with University credit card policy. Credit Card holders who do not comply with University credit card policies may also have their card suspended or removed.

Alternate ordering mechanisms

It is recognised that not all vendors accept Monash Purchase Orders for payment.  Some software for example, can only be purchased online via credit card.  In these cases, approved purchases of this nature will be made on a credit card within the Faculty office belonging to the Faculty Finance Manager or their delegate.   This allows the Faculty to adequately track and record details required to comply.

The Faculty IT group will maintain a stock of commonly purchase IT peripherals.  The stocking of these items should mitigate the need for emergency or "last minute" purchases of IT equipment.  School representatives on the Science IT Steering Committee should make regular recommendations for items that may be useful for their school.  The Faculty IT group will review IT purchasing faculty wide and will aim to keep stock of appropriate items.  Internal purchases of these items will be completed by internal transfer.

IT items that are not stocked and do require emergency purchase may be permitted in special circumstances.  In these cases, written approval must be sought prior to purchase from the Team Leader, Workstation Support or the Faculty Finance and Resources Manager.  The written approval must include details of the item, vendor, cost and approved purchasing method.

Strategic & Endorsed Supply

The University Procurement group have negotiated a number of agreements with suppliers of common items, or suppliers of goods that make up a significant portion of University spend.  These suppliers are known as strategic or endorsed suppliers.   Strategic/Endorsed suppliers have been selected for the supply of desktop and notebook computers, printers, peripherals, boxed software, mobile phones, PDAs, multi function devices and various other categories.

Other items, particularly software packages are commonly procured under contract.  Items that are under contract must be purchased in line with the terms of the agreement, usually this requires purchasing of a product from a specific vendor.  For example, all Adobe products must be purchased from Edsoft who are the University's contracted supplier of Adobe products.  Similarly based on an agreement with Microsoft, the University is enrolled in a volume licencing program that requires purchasing of Microsoft products to be via a selected reseller and be within the terms of the agreement.   Any items that fall into this category will be held, pending communication with the requisitioner.

Communication services i.e. mobile phone plans/contracts or any other telephone or internet based communication service that is being procured by University money belongs in the Strategic supplier category and therefore must be adhered to. Faculty IT can assist with any enquiries of this nature.

Items being purchased that fall under an endorsed supplier category must comply with the standard terms of that arrangement.  For example, Desktop and Notebook products are subject to 3 yearly tender where endorsed suppliers are selected.  A long list of requirements must be met by the chosen suppliers, including minimum specifications and preferred models. 

Purchases of products outside an endorsed supplier arrangement will be held pending a special approval process.  For example, purchase of a notebook computer that is not from an endorsed supplier, or is not a model selected under the arrangement or approved for use by the Faculty IT group. 

Exception Approval Process

The approval process requires a business case to be prepared by the requsitioner, outlining why that particular item must be purchased or why it must be purchased from that vendor.  The business case should clearly outline why an endorsed model (if similar) or endorsed vendor cannot provide that product.  The business case is then to be forwarded to the requisitioners Head of School for approval.   If the Head of School feels the purchase is justified, the case is then referred to the Academic Director of IT (for the Faculty). 

The Academic Director of IT, by recommendation of Faculty IT group will determine if the item will be compliant with our systems and its intended purpose.  Support limitations may be enforced depending on the item in question.   If approved, the Academic Director of IT on behalf of the requisitioner will forward the request to the Procurement Category Manager for approval.  Where required the Procurement Category Manager will table the request for consideration of the Procurement Board.   This is a university requirement for approval.   The Faculty is involved to ensure a smooth process and ensure the legitimacy of requests.

A step by step guide to the exception approval process (non-standard machine purchase) guidelines can be found on the Desktop & Notebook page.

Audio Visual Equipment

Any IT related AV equipment must not be purchased via General Ledger/General Journal entries (i.e. by Teaching Facilities Unit (TFSU)) within the University without the prior approval of Team Leader, Workstation Support or the Faculty Finance and Resources Manager.

AV equipment is currently being evaluated on an endorsed supplier level. First round recommendations are due by the end of 2009. Please consult with the Faculty IT group for any purchases of non-computer connected AV equipment.

Frequently asked questions

Can a low value limit (i.e. $50) be applied for automatic approval of these transactions?

Due to the decreasing cost of complex technology, the University purchasing requirements and many contracts and agreements it is not possible to provide this option.

The Faculty IT group maintain a stock of common equipment, listed on the Peripherals page to ensure that both low and high value items are available quickly and can be purchased easily by internal funds transfer -- without having to leave campus!.

Does this include printer toner cartridges?

No, these items are considered stationary and should be bought through your school's preferred mechanisms.

Other

The Faculty IT group may:

  • set standardised models past that of University requirements (i.e. enforce minimum compatibility requirements)
  • require a specific vendor to be used, where multiple vendors exist for the same product
  • require additional constraints for some products (i.e. minimum warranty periods)
  • reject a purchase where a suitable item/service is already provided for that purpose (i.e. use of existing disk storage vs. external hard drive purchase)

Standardisation of equipment will be based on operational and support requirements and will be decided in conjunction with the Academic Director of IT, or with the approval of the Science IT Steering Committee.   Information about standardisations will be outlined on the Faculty web pages. 

Deviations from defined standards or constraints will require a similar business case process for approval of the Head of School, Academic Director of IT and the Team Leader, Workstation Support.

In accordance with the Faculty’s IT Service Level Agreement, support restrictions apply to non-University owned hardware and non-standard hardware.  These restrictions will apply to items that breach the requirements in this guideline, and to non-standard hardware that is approved for purchase through the business case and justification process outlined in this guideline.

Policies relating to the use of equipment on loan, use of equipment off campus, use of equipment for commercial activities; plus policies relating to lost and stolen equipment are outside the scope of this guideline but can play a significant part in the decision making process outlined here.  Where required, these policies will be provided to the user on an as-needed basis.

Whilst this guideline is intended to be as comprehensive as possible there are additional policies and guidelines that may have been omitted in its creation.   If this occurs, please notify the Team Leader, Workstation Support or the Faculty Finance & Resources Manager as soon as possible so that this document can be updated.