UCS Toolkit - Equipment: The non-technical issues

MSSG | UCS Toolkit |

EQUIPMENT: Where to get it, where to get rid of it

Purchasing Equipment
Managing Equipment
Disposing of Equipment

Purchasing Equipment

You can find general information on purchasing at the Purchasing and RIAS web sites. Your department probably has its own policy and procedure, so consult with someone internally on the purchasing process.

Many technology-related items can be purchased directly from other units with in Rutgers:

The Rutgers Computer Store offers numerous hardware, software and peripherals at aggressive pricing levels. Personal purchases at discounted prices are also available.
Printers: The University runs a bidding process for printer suppliers. See University Procurement Services for pricing. Please note these prices do not include shipping. Differnt shipping rates may change which vendor is most inexpensive overall.
The University Software Portal should be the first place you look for software. Many titles are available for free or at discounted prices.

There are numerous external sources for equipment and software purchases. Ensure that you have exhausted your internal sources before looking outside the university. Your best price will likely be found internally. If you do not find your product, external sources can be used, but they must be registered with RIAS (the University's online procurement system) prior to making the purchase. The University utilizes many different vendors but you may not be limited to them. Check with your department regarding its purchasing procedures.

Out of pocket purchases
Occasionally the need arises to purchase from a source that does not accept purchase orders. At other times there is too urgent a need to wait for a purchase order. In these cases it may be necessary to use personal funds and get reimbursed for the purchase later. You should speak with your supervisor or financial administrative staff before making any purchases with personal funds. You should also see the purchasing equipment details page for things to keep in mind before using personal funds.

Grants and bulk purchase programs
Annually, there are equipment grant and bulk purchase programs that a savvy UCS can position his/her department to take advantage of. The savings are significant but must be planned carefully. See the purchasing equipment details page for more information on bulk purchasing opportunities.

Managing Equipment

There are many aspects of equipment management including, but not limited to, inventory, tracking, and repairs. Depending on your environment, some of this can be automated with tools like Microsoft's SMS or Novell's ZenWorks. Sometimes, however, it's necessary to do things manually.

Inventory - If you're not using an automated server-based management system, you will need some sort of manual method, such as a database or spreadsheet. The department of Environmental Sciences has provided an example of an inventory database using Microsoft Access. Feel free to download and use it. Once it has been populated it is very convenient to query the database to make lists for subsequent inventories, software expirations, tracking reports, etc.

Property Management - Rutgers Property Management division is responsible for maintaining inventory control. They can be contacted at 732-445-2118. They are required to conduct equipment inventories every two years. They will pay particular attention to computer equipment. It helps to be very organized in this regard during these inventories. A new UCS will inherit many items that have RU property tags on them. New equipment will not be tagged unless it costs over $5000. All computer equipment is subject to bar-coding for inventory purposes. The bottom line is that your unit is responsible for all equipment even if it remains untagged. If you are organized, dealing with Property Management's inventories is very straight forward.

Taking equipment off campus - If equipment is going to be removed from Rutgers, the person taking it off campus must fill out a Sign-Out sheet. The Sign-out sheet is completed prior to the equipment leaving Rutgers. The original Sign-Out form is filed locally. If the item has an RU property tag, a copy of the form is sent to Property Management. When the item is returned to the unit, the equipment is logged back in on the Sign-Out form. Laptops are the items most frequently signed out. Make sure you retrieve laptops or any other equipment from users who leave Rutgers. Your department is responsible for this equipment.

Equipment Transfer - Transferring equipment between Rutgers units is fairly easy. See the equipment management details page for specific instructions.

Equipment Repair/Replacement - When equipment breaks prior to the expiration of a warranty, many vendors will replace rather than repair the equipment. See the equipment management details page for specific instructions on documenting this exchange.

If a device's warranty does not include on-site repair, you can obtain warranty service for Apple, Dell, Gateway, HP and IBM equipment from Rutgers Computer Repair. Many other types of equipment that are out of warranty, such as printers, can also be taken to Computer Repair. They make every attempt to fix the equipment and their prices are very reasonable.

Equipment Theft - Unfortunately, equipment theft happens. See the equipment management details page for specific instructions on handling equipment theft.

Equipment Trade-in - Occasionally, equipment vendors will accept trade-ins of old computer equipment towards the purchase of new equipment. See the equipment management details page for instructions on trade-ins.

Disposing of Equipment

The proper disposal of computers and related equipment is a significant issue in terms of property management and environmental impact. Computing specialists are considered "information custodians" and should follow strict procedures before disposing of equipment.

Equipment Surplus - Rutgers Material Services will assist units in the proper removal of old equipment through surplusing. See the equipment disposal details page for information on surplusing.

Equipment Cannibalization - A UCS will occasionally take functional parts from several old PCs and keep them as replacement parts. Sometimes, this will only leave a shell of the old PCs remaining. See the equipment disposal details page for proper disposal information.