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1. Purpose
The purpose of this policy is to provide direction and guidelines for technology related purchases and the planning of technology projects at the college, regardless of the funding source. For the purposes of this policy technology assets can include hardware, software, or any other technical resource required to complete a planned initiative.
2. Application
All new hardware and software purchasing and technology-related activity must be planned and coordinated and should further the strategic goals of the college. Such purchases should also comply with the Commonwealth’s Environmental Preferable Products Procurement Program (EPP Program), as set forth in Executive Order 515 (see References and Definitions below). All procurement will be done in partnership with the Purchasing department and in compliance with associated policy.
- Any technology initiative that is not part of an existing contract agreement or in support of existing hardware or software must be reviewed and approved by the College Technology Committee. In order to accomplish this in the most transparent and effective manner, all requests of this nature must be submitted through the ITS Service Portal.
- Every technology Purchase Request requires the signature of the Chief Information Officer. This provision assures that the hardware and software is supportable and compatible with existing technology at the college.
- All requests for technology purchases should be given at least a three-week lead time, measured from the time the quote is agreed upon to arrival of the technology on campus. This interval provides the minimum time necessary for multiple stakeholders -- including ITS, Purchasing, Division VPs, grant reviewers, budget reviewers, etc. -- to conduct their due diligence.
This policy intentionally limits the variety of manufacturers and models of hardware available. This not only ensures that purchases can be reviewed for compatibility, but also frequently provides better pricing, reduces administrative overhead, makes for faster processing of requests, better support, and less costly maintenance. Also considered is the asset’s life expectancy and the ability of the College to provide replacements when the asset’s life cycle ends. Please see below for our current technology guidelines for more information.
Faculty and staff should anticipate needs and request equipment from their department heads and division deans well in advance of when it is needed. It can take some time to gather enough information to make the best purchase decision and get price quotes for the completion of paperwork.
Computer hardware or software that is not purchased in compliance with this policy is not covered by the provisions of the ITS Service Level Agreement (SLA) and users may find that they receive little or no support for their purchases from ITS.
3. Procurement Guidelines
A. Environmentally Preferable Products (EPP)
1. Summary
Executive Order 515 requires that all Commonwealth Executive Departments procure Environmentally Preferable Products whenever readily available, perform to satisfactory standards, and represent best value to the Commonwealth. EPP products have a lesser effect on human health and the environment than competing products. This may include, but not be limited to, items that:
- Contain recycled materials
- Minimize waste
- Conserve energy
- Consist of fewer toxic substances
- Lessen the impact to public health
Technology devices should have Energy Star ratings and have achieved a minimum silver rating from the Electronic Products Environmental Assessment Tool (EPEAT; www.epeat.net). Energy saving features must also be enabled upon installation, unless there is a specific and unique need for disablement.
2. References and Definitions
Executive Order 515 (EO 515): Signed by Governor Deval Patrick on October 27, 2009, this document supports “the Commonwealth’s overall goals of conserving natural resources, reducing waste, protecting public health and the environment, and promoting the use of clean technologies, recycled materials, and less toxic products…” (EO 515, 10/27/09, p. 2). EO 515 sets forth the Commonwealth’s Environmental Purchasing Policy and guidelines and standards for state agency purchases, including technology purchases.
Energy Star: Established by the US Environmental Protection Agency in 1992, the Energy Star Program is a voluntary labeling program designed to identify and promote energy-efficient products to reduce greenhouse gas emissions” (https://www.energystar.gov/about/history, accessed 11/2/16). Items with the Energy Star label – including desktop and laptop computers, monitors, office equipment, other electronics products, and appliances – are “independently certified to save energy without sacrificing features or functionality” (https://www.energystar.gov/products?s=mega, accessed 11/2/16).
EPEAT: The Electronic Product Environmental Assessment Tool (EPEAT) is a global environmental product rating system for electronics. It “addresses the full product lifecycle from design and production to energy use and recycling” and “currently includes product ratings for PCs and Displays (including tablets), Imaging Equipment (which includes printers, copiers, scanners and multifunction devices) and Televisions” (http://www.epeat.net/about-epeat/, accessed 11/2/16). EPEAT uses a three-tiered rating system of bronze, silver, and gold.
B. Accessibility
1. Summary
Massasoit Community College values diverse experiences and perspectives and strives to fully include everyone who engages with the College. Inaccessible technology negatively impacts people with a variety of disabilities, including mobility/orthopedic impairments, sensory impairments, specific learning disabilities, attention deficits, autism spectrum disorders, speech impairments, health impairments, and psychiatric conditions.
2. Voluntary Product Accessibility Templates
Technology vendors should provide detailed information about the accessibility of their product or services. One common method is by providing a Voluntary Product Accessibility Template (VPAT). This is a standard form developed to assist federal agencies in fulfilling their Section 508 requirements. VPATs can sometimes be informative, but they have limitations since they are self-reports completed by the vendors. Some vendors do not have adequate technical expertise to accurately assess their products’ accessibility. Others skillfully complete their VPATs in ways that trivialize the significance of accessibility shortcomings. Therefore, VPAT claims should be independently verified and not accepted at face value. A VPAT could provide a good starting point, but ultimately vendors, particularly those whose products are selected as finalists, should be engaged in a thorough discussion about accessibility of their products.
C. Primary Devices
Every full time employee of the College will receive one primary computing device. Part-time employees may share a primary computing device. These devices are provided by ITS from the Technology Fee (if sufficient funds are available).
Primary devices are provided in a standard configuration. Premium configurations are available at additional departmental cost for users with additional computing needs.
Most desktops and laptops are refreshed on a 4-year cycle, subject to the availability of funding. Higher-cost assets, including most Apple products, have a 6-year lifecycle. A shorter lifecycle may be approved in special circumstances. In such cases, approval is required from the departmental vice president, Chief Information Officer, and College Technology Committee. Employees and managers should consider a device’s lifecycle when deciding what type of device best suits the employee’s needs. As your asset nears the end of its lifecycle, you will be notified by ITS. Additionally, your budget manager will be notified so that a replacement plan can be created and budgeted.
One of the following primary devices is currently provided by ITS depending on staff role and function:
- Desktops
- Laptops
- Tablet PC (generally for faculty use)
Note: With the exception of monitors as noted below, no peripherals for laptops or tablets will be supplied by ITS. Docking stations and peripherals may be supported by ITS if purchased by the department in accordance with this policy. Keyboards and mice are only provided upon initial installation of a desktop.
D. Secondary Devices and Accessories
Requests for secondary devices (tablets, phones, or other personal mobile devices) are subject to approval by the departmental Vice President and Chief Information Officer. Requests for accessories are subject to approval by the supervisor (and/or budget manager) and Director of Client Services. Approval of the additional devices or accessories will be based on multiple factors, including but not limited to performance benefit, College funding, and best practice. Secondary devices and accessories will be paid for by the requesting department unless otherwise noted below. ITS will provide as much advance notice as possible regarding the anticipated end-of-life for such devices so that departments may budget for replacement technology if necessary.
Printers
For cost-efficiency, the College recommends against personal printers. All printing should be done via networked printers with the default setting of double-sided. The networked printers have a ‘Secure Print’ feature, which safely allows the printing of confidential information. For exceptions that have been approved for personal printers, a standard printer may be purchased by the department and supported by ITS. These printers should allow for double-sided printing.
Cell Phones/Smartphones
The College provides iPhones on the Verizon network to a very limited cohort of staff, typically Vice Presidents and a small handful of designees. Cell phones and service plans are paid for by ITS.
Tablets (e.g. iPad)
The College does not generally provide tablets. For departments wishing to purchase tablets for specific use cases, iPads may be purchased by the department and they will be supported by ITS.
Monitors
A standard desktop configuration includes one monitor provided by ITS. An additional monitor may be provided by ITS if approved for the employee’s role by the employee’s supervisor and the CIO, subject to the availability of funding. No more than two monitors will be supported in a desktop configuration.
Laptop and tablet configurations do not inherently include any additional monitors. One additional monitor may be provided by ITS if approved for the employee’s role by the employee’s supervisor and the CIO, subject to the availability of funding. A second additional monitor may be supported by ITS, but must be purchased by the department. No more than two additional monitors will be supported in a laptop or tablet configuration.
Scanners
For cost-efficiency, the College no longer provides personal scanners. All scanning should be done via networked scanners or multifunction devices.
Network Drops
Although not a personal asset, ITS provides network connectivity for students, staff, and faculty. In terms of “drops” or outlets in offices or in general areas for multi-function equipment, ITS provides and pays for this capacity. If a department decides to move an existing network drop, that cost will be the responsibility of the department. Unless there are unique circumstances requiring urgency, network drops are typically done in groups to minimize cost.
Security Keys (aka Yubikeys)
For security purposes, some staff may be issued physical keys that will be used to satisfy multi-factor authentication. These keys should be treated the same as physical keys as they are used to unlock digital access to online services. ITS will issue one physical key from the ITS budget. Lost or stolen keys should be reported to ITS immediately and will need to be replaced using funds from the respective Vice President’s divisional budget.
E. Computer Lab Devices
Computer lab devices are usually allocated to a room or department, and not assigned to an individual user. Computer labs include open labs, specialized labs, and kiosks. Computer lab devices follow the same lifecycle and configuration guidelines as primary devices, but differ in funding methodology.
Cohort-based computer labs are intended for use by defined groups of users. Users may include students, staff, and faculty. Cohort-based computer labs are paid for by the requesting department.
Broad-based computer labs are intended for use by the majority of the College. Users may include students, staff, and faculty. Broad-based computer labs are paid for by the ITS department, pending available funds.
F. Software
The College employs a wide variety of software to accomplish its goals. During the initial investigation into new software, ITS must be included in the evaluation process so that we can ensure compatibility, feasibility, and security, while minimizing redundancy with existing products.
Evaluation of software and software vendors should include checks for compliance with applicable regulations, including but not limited to:
- Family Educational Rights and Privacy Act (FERPA)
- Voluntary Product Accessibility Template (VPAT)
- Payment Card Industry Security Standards (PCI)
- An approved vendor through COMMBUYS, MHEC, and E&I
Funding for software purchasing is based on how many users are expected to use the software. Generally, this can be divided into two categories: ‘broad-based’ and ‘cohort-based’.
Cohort-Based Software is intended for individual use or usage by defined groups of users. Users may include students, staff, and faculty. Cohort-based software is paid for by the requesting department.
Broad-Based Software is intended for use by the majority of the College. Users may include students, staff, and faculty. Broad-based software is paid for by the ITS department, pending available funds.
G. Technology Asset End-of-Life
Technology assets, including both hardware and software, have a limited lifespan. This can be due to internal characteristics, such as processor speed or hard drive size, and it can also be due to external factors such as termination of vendor support. When a technology asset is approaching the end of its useful life, ITS will notify the department to begin conversations about replacement. Not all technology assets will be replaced automatically as the needs and resources of the College will vary over time.
Technology assets must be recycled in accordance with the College’s Inventory Control policy. No items – including cords and other peripherals – will be disposed of in the college’s trash or single-stream recycling receptacles.
Technology assets that are damaged (and not covered under warranty), lost, or stolen before their normal end-of-life will need to be replaced using funds from the respective Vice President’s divisional budget.
If you have any questions on this policy or the technical guidelines, please contact the Help Desk at x1139 or helpdesk@massasoit.mass.edu.
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Version
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Revision
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Date
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1.0
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Initial draft
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February 2, 2009
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2.0
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Convergence of replacement and purchasing policies
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August 10, 2009
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3.0
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General restructuring to include technology-based initiatives
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December 11, 2013
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4.0
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Addition of software and sustainability sections; clarification of hardware section; minor language revisions
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April 12, 2017
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| 4.1 |
Clarification of funding sources and notification protocols. |
October 18, 2018
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| 4.2 |
Minor updates to formatting and reference to new governance structure |
February 25, 2021
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