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Equipment purchasing (staff)

Equipment purchasing

Equipment purchasing

Equipment purchasing

Computers

All campuses

I wish to purchase a PC or laptop, what should I do?

1.    If you wish to purchase a machine, first contact your local IT support via Exeter IT. Once you have discussed an appropriate device to purchase a dedicated member of your college or service* who has access to the standard HP portal and who will help raise an order for you. They will then pass that on to the Academic Services Purchasing team who will place the order.  
If no, please speak to a member of the Desktop Support team (via http://www.exeter.ac.uk/ithelpdesk) and they will check the wider HP offering to see if there is a device there which meets your needs. There is a range of more specialist hardware that Desktop Support are able to fully support, and which should cater for any requirement. Your Assistant College Manager or Head of Service will need to approve the purchase; once this is done, obtain approval from your budget holder and then arrange with Desktop Support to place your order request through the extended portal.
* Academic Services staff should always contact the SID in the first instance, and they will pass your request onto Desktop Support.

2.    If there is no device from the wider HP offering which gives you what you need to do your job/research then (and only then) you may purchase equipment from another supplier. You will need to provide a business or academic reason for this need to your Assistant College Manager or Head of Service, as the University will need to be able to demonstrate that it is adhering to current EU procurement legislation should this be challenged. Your Assistant College Manager or Head of Service will then need to approve the purchase; once this is done, obtain approval from your budget holder and then arrange with Academic Services Finance team to place your order request with the alternative supplier.

I wish to purchase an Apple Macintosh device, what should I do?

Apple Macintosh desktop or laptop devices fall into category 2 as outlined above and should only be purchased if there is no device in the wider HP offering which meets your needs. You will need to provide a business or academic reason for this need to your Assistant College Manager or Head of Service, as the University will need to be able to demonstrate that it is adhering to current EU procurement legislation should this be challenged.

How do I get support for my device?

Exeter IT operate on a best endeavours policy and will attempt to provide support for most devices. However you will benefit from a higher level of support if you are purchasing devices suppliers recommended list of devices.

Exeter campuses

I wish to purchase a PC or laptop, what should I do?

1.   Contact your local IT support team via http://www.exeter.ac.uk/ithelpdesk.

2.  If there is no device from the wider HP offering which gives you what you need to do your job/research then (and only then) you may purchase equipment from another supplier. You will need to provide a business or academic reason for this need to your Assistant College Manager or Head of Service, as the University will need to be able to demonstrate that it is adhering to current EU procurement legislation should this be challenged. Your Assistant College Manager or Head of Service will then need to approve the purchase; once this is done, obtain approval from your budget holder and then arrange with your local finance team to place your order request with the alternative supplier.

I wish to purchase an Apple Macintosh device, what should I do?

Apple Macintosh desktop or laptop devices fall into category 2 as outlined above and should only be purchased if there is no device in the wider HP offering which meets your needs. You will need to provide a business or academic reason for this need to your Assistant College Manager or Head of Service, as the University will need to be able to demonstrate that it is adhering to current EU procurement legislation should this be challenged.

How do I get support for my device?

Please speak with your local IT team who will advise you of the level of support they are able to provide.

Cornwall campuses

Please refer to your local IT support team for specific purchasing arrangements. Please note that the same purchasing restrictions apply.

Recommended HP machines

You can order desktop and laptop PCs with a standard configuration which can then be customised as required. This configuration comes with 8GB RAM and a Solid State Drive (SSD) which will meet the needs of the majority of our colleagues. HP laptops come with a choice 12", 14" and 15" screens.

To access the HP Portal

To access the HP portal and raise orders for IT equipment you will need to have an account created for you.   Please log a request with the SID, who will then make arrangements to get an account created for you and for you to receive the appropriate training.

Smartphones and tablets

Staff at Cornwall Campuses: Please refer to local IT support.

EE mobile phone voice and data package: £15 per month

Includes:

  • unlimited calls to UK landline and mobile numbers
  • unlimited SMS (text) messages to UK mobiles

Data Usage:

The University has purchased a single data bundle for all mobile phones which is suitable for users to share to standard mobile phone data. This is made available to users on a reasonable use basis.  If there is excessive usage over a connection, the University will recharge this usage directly back to the College or Department the Contract is allocated to.

Strictly not to be used for a WiFi dongle (hotspot) connection.

WiFi dongle data packages :

For use with WiFi Dongles suitable for connecting multiple devices via a 4G mobile. 

Data allowance per month

Term

Total monthly charge

4GB

24

£15.50

8GB

24

£20.00

16GB

24

£30.00

32GB

24

£64.00

64GB

24

£128.00

128GB

24

£256.00

256GB

24

£512.00

512GB

24

£1,024.00

Colleges and Department generally have their own dedicated contact who is responsible for purchasing and managing mobile phone contracts for their staff members.  If your Department or College does not have a contact listed below, please raise a query through the IT Helpdesk who will be able to advise.

Please contact your own relevant Administrator for further information.

College/Department Contact Name Email Address
Business School Antony Reeve A.J.Reeve@exeter.ac.uk
Campus Services and Retail Mike Marshall M.J.Marshall@exeter.ac.uk
Estates Development Claire Coles C.L.Coles@exeter.ac.uk
Grounds Vikki Price V.T.Price@exeter.ac.uk
Property Services Catherine Hayman C.J.Hayman@exeter.ac.uk
Sports Nadia Samara N.Samara@exeter.ac.uk
All other users IT Helpdesk https://universityofexeteruk.sharepoint.com/sites/ITSM/

Smartphones

These devices combine the functionality you would normally expect from a mobile phone, such as SMS messaging and internet browsing, with access to email, calendar and online contacts. Many smartphones also include facilities such as media player, camera, gps and gaming.

Tablet Computers

Tablets are touch-screen handheld computers which usually connect to a wireless network and which may also incorporate mobile broadband. One example of a tablet computer, the Apple iPad,  is supported by Exeter IT. For a given memory, the 3G (mobile broadband) version costs around £100 more than the non-3G version, and will incur an additional monthly cost for the Mobile Broadband tariff.

Mobile broadband

This describes access to the internet without any cable connection. The term is usually applied to the access via a cellular network (eg mobile phone provider) for which a SIM is required.

Mobile broadband is often available on tablets and may be added to most laptops as a USB device.

Desk/Landline Handsets

For information on desk-based phones please refer to Telephony web pages.

The Mobile Phone Communications Policy document explains the tariffs and responsibilities for University Managers, Finance Administrators and University mobile users.

The Smartphone Service Support Policy document explains the scope and level of central IT support offered for Smartphones.

Printers and scanners

Tremough campus in Cornwall

Please refer to local IT Support

Exeter campuses

Multifunction devices

When deciding upon a new printing solution, the University encourages the use of Multifunction Devices (MFD’s) wherever possible, and discourages the policy of purchasing an individual printer for a single computer. For further information on MFD’s, their functionality and whether they are a viable printing solution for your department, please contact the SID who will assign your query to an appropriate advisor.

Single-purpose printers

If installing an MFD is not a suitable option, please contact the SID

Scanners

Where appropriate, scanning should be provided for by using the scan-to-email function of an MFD. If there is good reason for the procurement of a different scanning solution then please contact the SID who will put you in contact with your Desktop Support Liaison person.

Managed print solution project

A project team has been tasked to explore how a Managed Print Solution would improve Self Service Copy & Printing (SSPC) for all staff & students. The project will concentrate on improving devices & service levels to deliver a sustainable solution. The options being considered to achieve this are: installing newer machines that are energy efficient, increase double sided printing to reduce paper usage and reduce the £100k+ per annum spend on print consumables. It is intended that one supplier will be awarded a contract (anticipated start date - Summer 2010) to manage the University's SSPC fleet. Where departments need to make SSPC replacements before a new contract is in place, please support the University's overall objectives by contacting Phil Rees-Jones X2445 (Project Manager) or Richard Price X5432 (Procurement).

Telephony

Please see: Ordering telephony equipment and pricing