Asset Management and Vendor Relations

computer-academic.jpg

The IT Asset and Vendor Relations Administrator is responsible for computer hardware and software asset inventory as well as all licenses, support, and maintenance agreements associated with technology purchases. We help offices to ensure that hardware and software acquisitions integrate well into Scranton’s information technology environment, that any risk, security exposure, or liability associated with an IT acquisition is identified before the purchase is made, and that the University achieves the maximum value from any IT investment.

Technology Purchasing and Replacement Process

Computers are essential equipment for the University.  The purpose of this document is to outline the process by which University personnel acquire IT equipment. The goal of the process is to ensure each employee has a suitable computer to perform their assigned responsibilities while also providing prudent stewardship of University resources. 

To achieve cost savings for the University by leveraging collective buying power, educational discounts, and to accommodate security considerations when implementing new software and hardware, purchases should be made in consultation with the IT Asset and Vendor Relations Administrator.

Purchase Guidelines

All University owned IT hardware and software should be purchased and disposed of through IT. Computers should not be purchased by individuals using personal or departmental credit cards. A Central Microcomputer Budget has been established to fund all computer purchases. Purchases must adhere to University procurement and technology policies and standards, e.g. information security, acceptable use, bid process, etc. 

All IT hardware and software purchases $5000 and greater require a review by IT for approval as stated in Section 4.1 of the Purchasing Card Policies & Procedures through the Purchasing Department.

Benefits of purchasing hardware and software in collaboration with IT includes:

  • Discounts and educational pricing from existing contracts, consortiums, and agreements
  • Quantity pricing (if applicable) and exclusion of sales tax due to University’s tax exempt status
  • Utilizing existing site licensed software to save budget dollars
  • Tracking of asset through entire lifecycle
  • Compatibility checks for use on our network configuration and desktop setups
  • License agreement review for compliance
  • Streamlined installations

This process applies to all full and part-time university employees and the purchase of all IT equipment, including desktop computers, laptops, tablet devices, iPads, software and peripherals. 

All computers purchased with university funds remain the property of the University until disposed of by IT. Failure to return University-owned equipment, software, or data upon leaving the University or at the request of the University may result in legal action or obligate the employee to reimburse the University for the value of the equipment.

A computer that is returned to inventory and no longer meets the minimum configuration is disposed of through a licensed IT asset disposal company. 

Requests for exceptions to the IT  purchase process should be submitted to the IT Asset and Vendor Relations Administrator. They will be reviewed and approved by the CIO in consultation with the appropriate Dean or Vice President. Department budgets will be charged for the cost of any enhancements to the standard hardware configurations or additions to the Central Microcomputer Budget listed in Appendix A.
The University of Scranton is both a Dell and Apple Certified repair center. Our technicians can perform warranty work for Dell or Apple computers that are under warranty. For non-standard systems, we will make a reasonable effort to resolve your computer problem, however, our services are focused on maintaining the functionality of the supported inventory. We cannot guarantee that we will be able to successfully get your computer connected to our network or to fix every problem.  We cannot rebuild non-standard or personal owned devices.

If you know the specifics of what you want to purchase, please contact the TSC at 570-941-HELP. If you would like assistance determining the best solution and pricing to meet your needs, please email the IT Asset and Vendor Relations Administrator at Danielle.Morse@scranton.edu.