Purpose

To achieve optimal efficiency and effective use of the technology in the workplace, a department must have a plan for the lease and/or purchase of hardware.

Scope

Departmental management, technology staff, and users.

Process Overview

1. Conduct a needs assessment:
   • Consider your department's technology needs in terms of maximizing workflow, responsibilities, and resources in your unit. Refer to the Department of Information Resources (DIR).
2. Review University of Houston's Property Management Overview.
3. Review and follow Property Management's policy, Acquisition of Capital Equipment.
4. Develop departmental standards:
   • Based on your needs assessment, determine hardware standards for your unit. The standard should be based on the overall needs of the department and the specific needs of each user within the department.
     
     NOTE: The University of Houston has standards that departments may elect to adopt. Incorporating the standards used by IT allows employees access to user support by the central IT department. Refer to IT Support Standards for more information.
5. Document your standards and communicate them within your unit.
6. To purchase and/or lease hardware:
   • IT has partnered with the Purchasing Department to easily facilitate the purchase of hardware that meets the IT standard and at a discounted rate. See the Purchasing website for vendors and the systems offered.
7. Refer to and follow the recommended guidelines for installing and configuring hardware (see IT Support Standards).
8. Annually review hardware to ensure it is consistent with your departmental standards.

References

• DIR: "Guidelines for Lease vs. Purchase of Information Technologies"
• Department of Information Resources: "PC Life Cycles" (good information, plus useful needs assessment tool)
• Purchasing

Guidelines

• IT Support Standards: "Hardware Support"

Procedures

• MAPP 03.03.01: "Property Management Overview"
• SAM policy 07.A.02: "The Ethical and Legal Use of Micro/Personal Computer Software"