GUIDELINES FOR ACQUISITION/UPGRADING OF COMPUTER HARDWARE AND SOFTWARE 10 June 1996 MEMORANDUM NO.

96-69 TO: SUBJECT: Deans, Directors and Heads of Offices Acquisition/upgrading of computer hardware and software

DEFINITION OF TERMS In this guidelines: Computer Unit refers to the following set of equipment: CPU (including memory, disk drives and hard disks), monitor, keyboard, and mouse

Peripheral refers to printer, data transfer switch, AVR, UPS

Networking equipment includes servers, modems, network interface cards (NIC), hubs, bridges, routers and network cables

Unit means either a computer unit, associated peripheral devices or network equipment GUIDELINES FOR ACQUISITION/UPGRADING OF COMPUTER UNITS, ASSOCIATED PERIPHERALS, AND/OR NETWORKING EQUIPMENTS 1. A letter request from the concerned head of college/unit/office shall be sent to the IMS Office. The request shall contain a justification for the need to purchase a new unit or upgrade an existing unit. 2. In case of replacement of a non-serviceable unit, certification from the computer maintenance group shall be secured to the effect that replacement of parts is no longer possible either because it is no longer available in the market or it is not cost-effective to repair the unit. 3. Request for an office LAN set-up or an Internet connection shall have prior discussion with IMS and the preparation of an Information Strategic Plan 4. The IMS Office shall evaluate the request and make its recommendation based on the following criteria: y To justify the purchase of part(s)/upgrade an existing unit, at least one of the following requirements must be satisfied: Certification by the computer maintenance group that replacement of the part(s) is needed for the proper operation of the unit. o Upgrading the unit is required to fulfill new requirements of the office. To justify the purchase of a new unit, at least one of the following requirements must be satisfied: o The office does not have any unit and one is needed to improve its efficiency and productivity. o

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The computer maintenance group certifies that replacement part(s) is (are) no longer available and/or replacement would not be cost effective. The existing unit(s) can no longer satisfy current information requirements and upgrading is not cost-effective, because: a. the unit is already outmoded b. additional demands cannot be accommodated with the existing units c. new initiatives requiring the use of computer

o o o

The purchase would mean savings for the University (ex. a data switch instead of another printer) The unit is needed to ensure safety and proper operation of mission-critical unit (ex. a UPS for a network server) Linking stand alone computers to share resources and improve efficiency in handling transactions.

5. If purchase is to be funded from UP Manila budget: y y y y y To the Assistant for Administration for evaluation and recommendation To the Budget Office for budget clearance To the Chancellor for approval To the requesting unit for preparation of the Requisition Type 05 and ROA. 6. In case of donated computer hardware, the unit is advised to consult with the IMS office for specifications to assure compatibility with the infotech network.

GUIDELINES FOR THE ACQUISITION OF LICENSED SOFTWARE 1. All new computer unit purchased must have licensed software installed. Network software licensing should be considered as an option. 2. A letter of request from the concerned head of college/unit/office shall be sent to the IMS Office. The request shall contain a justification for the need to purchase a new/upgraded software. 3. The IMS Office shall evaluate the request and make its recommendation based on the following criteria: y y y y y Replace currently installed outmoded software Current software no longer satisfies current requirements New software needed for activities to be computerized Specialized software as a project requirement Application specific software which cannot be accommodated by available in-house programmers

4. Single unit licensed software shall normally be for the account of the unit. If to be funded by UP Manila as a group licensed software then: y y y y To the Assistant for Administration for evaluation and recommendation To the Budget Office for budget clearance To the Chancellor for approval To IMS for preparation of the Requisition Type 05 and ROA

(SGD.) PERLA D. SANTOS OCAMPO Chancellor