L2: 7. Equipment Acquisition and Disposal

7.1. IT Purchasing

7.1.1. IT Purchasing Policy

Subject to the Council delegation 'Purchasing Procedures and Delegations in relation to Financial Matters', the Vice-Principal (Information) has the authority to approve the purchase of any computer hardware, software or related items using University funds and has delegated this responsibility to the Information Technology Acquisitions Approval Group (ITAAG).

Any department or division that wishes to purchase

computer hardware worth more than $7,500 (inc. GST) per item
software worth more than $1,500 (inc. GST) per item
site/group software licenses of any type
network servers and network server software of any type
network switches/routers (including wireless base stations) of any type
workstations/notebooks below minimum published specifications

using University-controlled funds must seek prior approval to purchase from ITAAG.

All other items may be purchased without prior approval.

Purchases will be audited to ensure compliance with University purchasing regulations.

Details of the Terms of Reference for ITAAG and other information including Tender Board requirements may be found at http://www.unimelb.edu.au/itaag

7.1.2. Purchasing Through CSS

7.1.2.1. Customers

All University of Melbourne departments, staff and students are eligible to purchase computer hardware, software and associated products from Computer Supply and Support (CSS).

Some software products may be restricted by licensing agreements to be available only to University departments or only to University staff and students. (Such restrictions are noted in the CSS price list.)

7.1.2.2. Goods and Services Tax (GST)

University departments and affiliates are exempt from paying GST. Individuals who are purchasing in a personal capacity must pay GST. There are no circumstances in which individuals can acquire equipment without paying the tax component. CSS does not sell duty free.

7.1.2.3. Prices and Product Information

A current price list information is available on the University webpage at http://www.infodiv.unimelb.edu.au/itpl/purchase/ or by email. Alternatively you can telephone CSS on 83440909.

7.1.3. Ordering

7.1.3.1. Departmental Orders

Departments may order electronically from Computer Supply and Support directly by raising an Internal Order using Themis.

Electronic orders are received by CSS on the hour every hour. At the time of order entry customers should specify:

the relevant charge fund number to be debited;
where the goods are to be delivered; and
a contact telephone number and/or email address.

The Themis order number becomes the CSS order reference for easy order enquiry. CSS will deliver within five working days.

Once the order is delivered, Themis accounts are marked as 'supplied' in Themis. Departments can then approve charge to transfer funds.

7.1.3.2. Private Orders

Private orders can be initiated over the telephone or in person from the CSS Office. Proof of University of Melbourne staff or student status needs to be provided before goods can be collected and is required to be shown when purchasing computer systems or educational software. Payment is required to be made before goods are collected, but deposits are not necessary. CSS is able to accept cash, bank cheque, Melbourne University Credit Co-op cheque, and credit cards. Payment can be made over the phone, in person or over the internet.

7.1.3.3. Setup/installation

All computers purchased through CSS are able to be pre-configured with the standard University software setup free of charge. CSS can also arrange individual setup and installation to your specifications on a fee for service basis.

7.1.3.4. Delivery/Pick up

Computer systems and peripherals such as printers and hard disks are delivered free of charge to University departments.

The CSS warehouse is located at 158 Bouverie Street and is open to customers who wish to pick up urgently needed items.

7.1.4. Warranties

7.1.4.1. PC Warranties

Personal computers purchased through CSS usually have on-site warranties provided by the manufacturer. Check the documentation provided with your PC for clarity.

7.1.4.2. Automatic Warranty for Apple Macintosh

All Apple Macintosh hardware purchased through CSS is automatically covered by a three year warranty. It is not necessary to fill in and submit a warranty registration card for Apple equipment.

7.1.5. Computer Repairs

For all repairs, log an on-line request by selecting Repair at http://idwww.infodiv.unimelb.edu.au/itsc/ then select Workstation Repair or Printer Repair as required then the appropriate Manufacturer's icon. Only Departmental Apple equipment purchased through University Computer Supplies will be repaired by CSS.

7.1.5.1. Pricing

.All hardware warranty repairs are free of charge, however, detection and repair of software problems and non-warranty repairs will incur a labour charge at an hourly rate, currently $99.00 per hour plus parts. Quotations can be provided if requested when booking in a repair job.

7.1.5.2. Warranty

The Computer Repair Facility offers a three month guarantee on all hardware repairs undertaken. Please note that customers requiring equipment to be repaired under warranty must provide proof of purchase. Warranty covers parts and labour (on hardware).

7.1.5.3. Repair Turnaround

Repair turnaround time is dependant on the availability of spare parts or manufacturer conditions.

7.2. IT Assets Disposal

Computer Supply and Support operates an IT asset disposal service for Departments with old (working or non-working) equipment.

The service is an onine facility accessible from the CSS Website at http://www.infodiv.unimelb.edu.au/itpl/support/disposal.html From the site customers enter the equipment that they wish to dispose of describing serial numbers and a description of the goods.

Once entered Computer Supply and Support arranges pickup of the equipment and disposal it through Auction or through second hand computer resellers.

Where cash is obtained for the items this money is returned to Departments excluding a small administration charge. Further information is available from the CSS website at http://www.infodiv.unimelb.edu.au/itpl/support/disposal.html