TECHNOLOGY AND AUDIO-VISUAL EQUIPMENT PROCEDURE

Transcription

1 Administrative Prcedure 4580 TECHNOLOGY AND AUDIO-VISUAL EQUIPMENT PROCEDURE Respnsibility: Crdinating Superintendent, Business Services & Treasurer f the Bard Legal References: Related References: Bard Plicy 4005 Prcurement Bard Plicy 4015 Prcurement Administrative Prcedure 4460 Prcurement Cards Administrative Prcedure 4570 Prcurement Administrative Prcedure 4650 Dnatins: Cmputer and AV Equipment and Miscellaneus Items Revisins: Octber Preamble 1.1 In the past, Infrmatin Technlgy Services (ITS) played a key rle in evaluating, apprving, inventrying, repairing and supprting many different types f cmputer and audi-visual equipment. Over the last tw years, there have been changes made t these business prcesses. The changes have been implemented as a result f the reduced cst f many items, cupled with rising parts and labur csts ften mre than the initial price f the equipment. It was n lnger feasible r cst effective fr the Bard t cntinue t ffer the same level f equipment supprt. Many items are nw cnsidered cnsumables. 2. General At the same time, Finanacial Services, in rder t imprve efficiencies and empwer end users, was updating Bard prcurement and p-card plicies and prcedures. Cnsequently, ITS business prcesses have been aligned with the fllwing: Bard Plicy 4005 Prcurement; Administrative Prcedure 4570 Prcurement; Bard Plicy 4015 Prcurement Cards; Administrative Prcedure 4460 Prcurement Cards. 2.1 Equipment can be purchased in many ways thrugh the Bard s Cmputer Plan, schl CATC plans, Educatin Centre department budgets, schl budgets, student cuncil funds, WEFI, etc. Equipment is als dnated thrugh varius individuals and rganizatins. Regardless f hw these items are acquired, they are Bard assets and must cmply with Financial Services and ITS prcedures. 2.2 Refer t the fllwing sectins fr specific equipment details: Apprved and Recmmended Equipment Purchased and Dnated Equipment Equipment Repair and Warranty Equipment Inventry and Safety Equipment Recycling Bard Netwrks Octber 2017 Page 1 f 7 Prcedure AP4580

2 3. Apprved and Recmmended Equipment 3.1 ITS Apprved Equipment ITS evaluates and APPROVES mdels and vendrs fr select items. These selectins becme the APPROVED standards that MUST be purchased by schls. Substitutins will nt be permitted. Failure t cmply with purchasing these specific apprved mdels results in ne f the fllwing: a) Purchasing Services requesting the emplyee return the purchase fr a full refund r, b) Purchasing Services requesting the emplyee reimburse Financial Services t cver their persnal purchase r, c) IT Services cnfiscating the unapprved equipment if neither a) nr b) abve can be met. 3.2 Equipment in the ITS APPROVED categry may nly be btained via the IT Stre (a jurnal entry payment) r a Bard apprved purchase requisitin. As apprpriate, this ensures that: i) all hardware cnnecting t the Bard netwrk is cmpatible and prperly cnfigured by ITS, ii) necessary parts can be rdered and equipment can be repaired, iii) sftware applicatins t supprt administrative and instructinal prcesses can run successfully, iv) health and safety standards and requirements are met. EXAMPLES OF APPROVED EQUIPMENT MODELS INCLUDE: AlphaSmart NEOs, WRDSB Smartphnes (fr identified users), Braillers, Carts (Televisin), WRDSB Cell Phnes (fr identified users), Cmputers, Laptps, Munted Infrared Sund Field Systems, Netbks (r similar device that has an Ethernet prt/netwrk cnnectin), Persnal Respnse Systems (Clickers), Pltters, Printers (Netwrked Laser), SMART Bards (includes iseries with built in data prjectr). 3.3 ITS Recmmended Equipment ITS evaluates and RECOMMENDS mdels and vendrs fr ther items. These selectins hwever, are RECOMMENDATIONS nly. Administratrs can chse t purchase ther mdels thrugh ther vendrs. Equipment in an ITS RECOMMENDED categry may be btained via the IT Stre (a jurnal entry payment), a Bard apprved purchase requisitin, r by using a Bard P-Card (as per the P-Card guideline). EXAMPLES OF RECOMMENDED EQUIPMENT MODELS INCLUDE: A/V Carts (ther than Televisin), Bar Cde Readers, Data Prjectrs (bulbless LED mdel), Digital Camcrders, Digital Cameras, Digital Micrscpes, Dcument Cameras (SMART mdel), Inkjet Printers, ipads and ipds (and ther mbile devices that d nt have an Ethernet prt/netwrk cnnectin and are Wi-Fi nly), Mnitrs, Scanners, Tablets, Televisins. Nte: ITS and Purchasing Services encurage schls t purchase recmmended mdels thrugh recmmended vendrs. This guarantees equipment will wrk with Bard technlgy, apprpriate drivers have been r will be installed n Bard images, warranties are in place, and items meet safety requirements. Additinally, Purchasing Services will have negtiated better unit csts fr many f the recmmended items with the vendr. ITS prvides supprt fr apprved and recmmended mdels nly, as ther mdels purchased may nt be cmpatible with the Bard s technlgy. ITS will attempt t install necessary drivers n equipment that is nt apprved r recmmended, with n guarantee the equipment will functin in ur envirnment. These are lw pririties fr ITS and are the extent f the service that will be ffered. Octber 2017 Page 2 f 7 Prcedure AP4580

3 4. Purchased and Dnated Equipment 4.1 Equipment Purchasing Prcedures The IT Services Catalgue is fund n the Bard s Prcurement website. The catalgue prvides up-t-date infrmatin related t cmputer and A/V purchasing prcedures fr current APPROVED and RECOMMENDED mdels. Please refer t this catalgue first, when rdering. 4.2 Purchasing Methds fr Equipment T simplify the purchasing prcess fr schls, there are three ways t purchase Bard cmputer and A/V equipment 1) thrugh the Bard s IT Stre, 2) thrugh a Bard purchase requisitin, and 3) thrugh the Bard s Prcurement Card (P-Card) prcess. Bard IT Stre The Bard s IT Stre stcks mst f the current, APPROVED, standard mdels and peripherals that MUST be purchased, alng with sme RECOMMENDED items. This ensures readily available units that will run in the current envirnment. In additin, the IT Stre stcks sme supply items fr schls, fr ease f rdering and receiving, and because f the discunts that bulk purchasing affrds. Ordering and pricing infrmatin fr IT Stre items is listed in the IT Services Catalgue. Schls enter an ITS Help Desk ticket ( fr IT Stre purchases. The budget number t be used in the jurnal entry prcess shuld be included in the ticket. EXAMPLES OF IT STORE ITEMS INCLUDE: WRDSB Smartphnes (fr identified users), Cmputers, Data Prjectr Lamps (fr recmmended mdels nly), Keybards, Laptps, Memry Keys, Mice, Mnitrs, Netbks, Pwer Bars, Printers (Inkjet and Netwrked Laser mdels), and Scanners. Bard Purchase Requisitin Sme APPROVED mdels are nt hused in the IT Stre. They include items that are t expensive t warehuse, t cumbersme t stre and ship frm ur warehuse, r, there is nt enugh demand fr the item t warrant warehusing. Schls MUST purchase these apprved items by placing a Bard purchase requisitin. EXAMPLES OF BOARD PURCHASE REQUISITION ITEMS: AlphaSmart NEOs, Braillers, Carts (Televisin), Munted Infrared Sund Field Systems, Persnal Respnse Systems (Clickers), Pltters, SMART Bards (includes iseries with built in data prjectr). Additinally, schls can rder RECOMMENDED items n a Bard purchase requisitin, r, if the item meets the Bard s prcurement prcess requirements, they can use their P-Card. Ordering and pricing infrmatin fr these items are als listed in the IT Services Catalgue. Bard Prcurement Prcess (P-Card) T further simplify the prcess fr schls, under the Bard s new Administrative Prcedure 4460 Prcurement Cards, P-Cards may be used t purchase equipment. P-Cards hwever must NOT be used fr purchasing APPROVED items identified abve as being rdered thrugh the Bard s IT Stre r thrugh a Bard Purchase Requisitin. Octber 2017 Page 3 f 7 Prcedure AP4580

4 All ther equipment can be purchased using a P-Card. These purchases are subject t all Bard regulatins, guidelines and prcesses, and must have an individual transactin limit f $1, EXAMPLES OF P-CARD ITEMS: A/V Carts (ther than Televisin), Bar Cde Readers, Camera Lens, CD Players, Data Prjectrs, Digital Camcrders, Digital and Still Cameras, Digital Micrscpes, Dcument Cameras, DVD Players, ipads, ipds, Keybards, Lighting and Sund Equipment, Mice, Micrphnes, Mnitrs, Overhead Prjectrs, Screens, Speakers, Tripds, Tablets, Televisins. 4.3 Equipment Dnatin Prcedures Purchasing and Risk Services is respnsible fr all Bard assets including dnated cmputer and A/V equipment. Equipment cnsidered fr dnatin must be CSA apprved and deemed electrically safe. Each item fr dnatin is evaluated by ITS staff and determined t be n supprt, limited supprt, r full supprt, depending n several factrs. There are als minimum mdel standards fr accepting equipment. As a start t the prcess, a dnatin request frm (FS-04-PS8) must be filled ut by the schl and sent t the Manager f Purchasing Services (Administrative Prcedure 4650 Dnatins: Cmputer and AV Equipment and Miscellaneus Items). Additinal infrmatin abut the dnatin prcedure can be accessed by clicking n the link belw: 5. Equipment Repair and Warranty 5.1 Equipment Repair and Service Prcedures ITS is certified t perfrm repairs under warranty fr Apple, Lenv/IBM and Lexmark prducts. Desktp and Technical Services staff take the necessary certificatin curses that allw them t perfrm these warranty repairs. Bard cntracts specify ITS as the nly nes authrized t repair this equipment. Schls cannt take these items t a third party vendr fr repair. Schls submit ITS Help Desk tickets ( requesting repair. ITS reserves the right t cndemn equipment that is t expensive t repair. Schls will receive cndemned ntices when ITS deems the item nt repairable. EXAMPLES OF REPAIRED EQUIPMENT INCLUDE: Cmputers, Laptps, Netbks (limited repair), Netwrked Laser Printers. Additinally, ITS prvides the fllwing services: WRDSB Smartphnes ITS recnfigures units t the riginal settings. Data Prjectr Lamps Fr safety reasns, ITS replaces lamps fr previusly apprved data prjectrs. Schls can purchase these replacement lamps frm the IT Stre at a mre reasnable cst because ITS buys in bulk. Schls pay fr lamps thrugh a jurnal entry. Apprved Televisin Carts Fr safety reasns, ITS assembles TV carts and installs pwer bars. New TV carts are delivered direct t the schl. Schls can purchase pwer bars frm the IT Stre at a mre reasnable cst because ITS buys in bulk. Schls pay fr pwer bars thrugh a jurnal entry. ITS prvides the same service fr ther A/V carts if pwer bars need t be installed. TVs and TV/VCR/DVD Cmb Units Fr safety reasns, ITS munts TVs with brackets n apprved televisin carts. New TVs are delivered direct t the schl. Schls submit ITS Help Desk tickets ( requesting these services. Octber 2017 Page 4 f 7 Prcedure AP4580

5 5.2 Equipment Warranty Prcedures Apprved and recmmended equipment rdered thrugh the IT Stre r n a Bard purchase requisitin have the standard warranty in place, either thrugh ITS r thrugh the negtiated vendr. Schls are respnsible fr ensuring the warranty with any ther equipment purchased. The length f the warranty and the warranty repair prcess must be cnfirmed with the vendr. If the item needs t be repaired under warranty, the schl must cntact the vendr directly t make arrangements. Schls must keep and file all receipts, invice cpies, and warranty infrmatin related t the purchases they make directly frm vendrs. These recrds must be easily accessible as vendrs require the infrmatin fr warranty repair. Getting the best price des nt always equate with getting the best deal. All purchases shuld be frm reputable vendrs with a slid warranty repair and custmer service fcus. 5.3 Equipment After Warranty Prcedures There are lcal cmpanies wh ffer after warranty repair service fr items that ITS des nt repair. These vendrs have their wn in-huse repair department r they send the item t an authrized repair dept fr yu. Their fee is usually based n an hurly charge plus parts. Cntact Purchasing Services fr infrmatin abut after warranty repair vendrs if yu have an expensive item that warrants the cst f repair versus replacement. 6. Equipment Inventry and Safety 6.1 Equipment Inventry Prcedures ITS inventries the APPROVED standard mdels that they repair, and ther APPROVED items that they supprt, entering the infrmatin in the Bard s Asset Tracking System (ATS). This equipment is asset tagged (i.e. labeled, and n lnger etched). EXAMPLES OF INVENTORIED EQUIPMENT INCLUDE: Braillers, Cmputers, Laptps, Munted Infrared Sund Field Systems, Netbks, Netwrked Laser Printers, Pltters. Schls shuld establish r cntinue their practice f inventrying equipment, and use apprpriate prcedures fr safeguarding all equipment at their site. Nte: New equipment must nt be etched as this defaces the item and vids warranty with vendrs. 6.2 Equipment Safety Prcedures Administratrs must ensure equipment meets safety requirements, especially when vendrs and mdels are chsen utside f the nes listed in the IT Services Catalgue. Examples: All equipment MUST be CSA apprved fr electrical safety. These are Canadian standards. All televisins must be apprpriately secured t APPROVED televisin carts r must be wall-munted t ensure safety. Data prjectr lamps, because they cntain mercury, must nt be changed by anyne ther than an ITS technician r an in-schl technician wh has been trained fr the safe remval f the lamp, r thrugh a reputable vendr. ITS will cntinue t stck lamps fr data prjectr mdels that were apprved in the past and currently in Octber 2017 Page 5 f 7 Prcedure AP4580

6 circulatin in the schls. Schls shuld nw purchase bulbless LED data prjectrs. 7. Equipment Recycling 7.1 Equipment Recycling Prcedures 8. Bard Netwrks Distributin Services is respnsible fr the recycling f cmputer and A/V equipment. Items t be picked up frm the schls fr recycling must be clearly labeled RECYCLING, t the attentin f: THE DISTRIBUTION CENTRE, BUILDING 3. If schls have a few small items t recycle, they can be packed up and put ut in the regular curier pick-up. If schls have many items r larger items, special curier arrangements must be made. A curier request frm and infrmatin abut the prcess can be fund n the Purchasing Services website under Distributin Centre : Nte: Equipment inventried by ITS must be returned (as utlined abve) when it is end-f-life (recalled, brken r n lnger used by the schl). This equipment will be reallcated, stripped fr parts, r sent t recycling and the ATS recrd updated accrdingly. 8.1 Bard Netwrks 2010 and Beynd As we cntinue t prvisin wireless technlgy in secndary and elementary schls and the Educatin Centre, students, teachers and administrative staff will have the pprtunity t cnnect t tw independent Bard netwrks: ur internal netwrk and ur wireless (Internet nly) guest netwrk. Our WRDSB internal netwrk is accessed thrugh wired netwrk drp cnnectins. Only ITS APPROVED hardware may be cnnected t ur internal netwrk. This netwrk, in ur administrative envirnment, prvides PAL accunts and persnal lgins. Staff have access t applicatins such as BAS and Trillium, and have internally stred files n netwrk drives (H:\, I:\, etc.) that are backed up centrally. Crrespndingly, in the instructinal envirnment, there are Schl Cnnect and Macintsh server accunts and persnal lg-ins, a wide variety f instructinal sftware, and internally stred files that are backed up centrally. Our WRDSB wireless guest netwrk is Internet access nly. Staff and students may cnnect t this netwrk with Bard wned hardware, and are als encuraged t bring in their wn persnal devices. As gd Digital Citizens, end users are respnsible fr: knwing hw t activate Wi-Fi cnnectins n their device and cnnect t a wireless service maintaining virus and malware prtectin n persnally wned equipment enabling persnal firewall settings n persnally wned laptps and/r Netbks disabling any Internet sharing settings that wuld interfere with ther users perating in a manner cnsistent with the WRDSB Cde f Digital Cnduct and the Acceptable Use Prcedure maintaining backups f their device and files. Nte: ITS des nt prvide supprt fr persnally wned devices. At this pint in time, files stred n internal hme drives r shared drives are nt accessible via the WRDSB wireless guest netwrk. Octber 2017 Page 6 f 7 Prcedure AP4580

7 Cmputer Plan Prgram Manager Cntacts: Admin Prgram IT Services Manager f Client Services, ext Elementary Instructinal Prgram IT Services Cnsultant, ext Secndary Instructinal Prgram IT Services Cnsultant, ext Special Educatin Instructinal Prgram Special Educatin Cnsultant, ext Purchasing Services Cntacts: Manager f Purchasing and Risk Services, ext Buyer Purchasing Services, ext Octber 2017 Page 7 f 7 Prcedure AP4580