KDE Buyers Guide

Document Sample
KDE Buyers Guide Powered By Docstoc
					                        Education Technology Buyers Guide

Introduction
This Buyer’s Guide is designed to assist the Kentucky Department of Education (KDE)
staff make the optimal technology purchases using existing Kentucky Educational
Technology System (KETS) contracts to obtain the best equipment for the job functions
being performed. This guide now covers workstation stationary desktop and mobile
laptop purchases and will be expanded to cover other technology purchases in the
future. The document is organized using appendices so that it can easily be amended
when additional technology items are added or changes need to be made.

This guide was developed to help KDE leaders and staff make better-informed
decisions in regards to buying technology tools for themselves or their organization.

KETS Product Standards
KDE works with the school district representatives and KDE staff to establish
technology product standards. There is great benefit for KDE to use these same
product standards and to purchase off the same Kentucky Educational Technology
System (KETS) contracts that our school customers use. The KETS contracts allow for
statewide economies-of-scale in regards to significantly lowering prices and simplify
what it takes to provide quality support to the customer and the customer’s product long
after it is purchased. The KETS product standards are reviewed periodically by KDE
and schools to ensure they continue to meet the instructional and administrative needs
of all students, teachers, administrators and KDE staff.




Appendices

I. Workstation Desktop and Laptop Product Standards
II. Printers – coming soon
III. Network Components – coming soon
                              Appendix I
       Workstation Desktop, Laptop, and Tablet Product Standards

With the $50M that was appropriated in FY07 and FY08 for school districts, KDE was
able to get substantially low prices for schools and KDE staff for workstation models
from four vendors for their desktop, laptop and tablet workstations that are identified as
their KETS “IDU” model. The Instructional Device Upgrade (IDU) desktop, laptop and
tablet workstations are designated the KDE product standard for new purchases in
KDE. The four workstation vendors are Apple, Dell, Hewlett Packard, and IBM. The
KETS contracts also provide other workstation models from these same four vendors
that are not classified as “IDU”, that can be purchased as well but for the most part they
are not recommended at this time for 95% of KDE employees. However we
understand there may be exceptions.


Basic Recommended Workstation Specifications
Each individual/division/office will need to examine the job functionality of themselves
and/or each staff member that needs a new workstation. It is helpful to think of the type
of work that is being performed. Will this user be dealing with a large amount of data?
Do they need more than the basic software of Word, Excel, and Outlook? What kinds of
deliverables are expected as part of their job? Will they be allowed to work remotely?
Each vendor provides additional options that can be purchased to further tailor the
workstation to the needs of the employee and their job duties. The first decision
however, is whether a stationary desktop or portable workstation is needed.

Stationary Desktop - If the majority of work being performed is accomplished at a
person’s desk, then a stationary desktop workstation will meet the needs. The
purchase of an external monitor for the desktop workstation is optional (e.g., the
employee may have an external monitor that they still want to use with a new desktop
workstation). Pricing is provided on the KETS Order forms. The external monitor, if
wanted, is an option that should be included with the order.

Portable Laptop or Tablet - A portable workstation accommodates the needs of many
employees to accomplish work in both a traditional (e.g., at their desk) and a non-
traditional setting (e.g., from their hotel room, home at night, etc). If the position held
requires work to be performed during non-working hours, away from a person’s desk, in
the field and/or while traveling, then a portable laptop or tablet workstation is ideal. The
docking station, external monitor (all laptops and tablets already have a built in monitor),
keyboard and mouse for a laptop and tablet are additional. Pricing for these items is
provided on the KETS Order forms. These are options that should be included with the
order.

Vendor Order Forms
Standard desktop, tablet and laptop workstations as well as associated options for each
vendor, can be found at the following web address:
http://www.education.ky.gov/KDE/Administrative+Resources/Technology/Purchasing/Co
ntract+Order+Forms/KETS+Workstation+Price+Sheets.htm

KETS product standard workstations are designated within each order form; however,
the order forms include all workstations and options available on that contract. These
order forms are used by KDE, other Education Cabinet agencies, local schools and
districts.

The KETS Workstation Contract includes levels of workstations to meet varying needs
of schools and agencies.
     Level 1 stationary or portable workstations are basic models and don’t
       necessarily meet the minimum specifications for the upcoming Windows Vista
       Operating System; therefore, these models aren’t recommended for KDE use.
     IDU or Level 2 stationary/portable workstations.
     Level 3 stationary or portable workstations may be near the same or a slight
       upgrade to the Level 2 Model.

The IDU models are recommended. Before upgrading or choosing one of the other
models, consider adding options to the IDU model and comparing price. The IDU
models are considered “best values”.

Additional Options
The KETS order forms include all options on contract. Options such as laptop carts,
desktop delivery, imaging, and installation aren’t typically purchased by KDE but are
options needed on the contract to support school needs. When deciding on options,
consider the duties of the employee. If the work being performed requires the use of the
Microsoft Office Suite of applications that includes Outlook, Excel, Word, Access,
PowerPoint, or even Microsoft Project and Microsoft Visio, then the Standard desktop or
laptop workstation will best meet the needs of the user. In the case of a desktop, the
monitor may be the only option needed, additional options shouldn’t be necessary.

Each department will be required to determine what extra options are needed based on
the job requirements of the individual position. If the work being performed requires the
daily use of applications other than the Microsoft applications listed above, additional
options may be necessary.

A chart detailing options available is provided below; options vary by vendor and model.
For more information about availability or description, check KETS Order Form (link
above) or vendor’s website:

Apple - http://store.apple.com/1-800-MY-APPLE/WebObjects/AppleStore
Dell - http://www.dell.com/content/default.aspx?c=us&cs=RC957123&l=en&s=k12
HP - http://government.hp.com/hub.asp?agencyid=135
Lenovo - http://www.lenovo.com/us/en/
Warranty
The KDE required warranty is listed below. Warranty is a required to be purchased on
all desktop (5 years), laptop (4 years) and tablet (4 years) workstations at the same time
the workstation is purchased. Please include the warranty on the same DPR form that
the workstation is purchased from.

Desktop warranty – 5-year Onsite Parts & Labor Warranty – no troubleshooting required
Laptop and Tablet warranty – 4-year Onsite Parts & Labor Warranty – no troubleshooting required

DPR & ITCAF Examples

The link to the order forms above can be used to find models, prices and options
available. The descriptive information from these forms is what should be used to
complete the DPR and ITCAF forms. The KETS Order Forms can be completed to
supplement the internal order process but aren’t required to be submitted with the DPR
and ITCAF.

To better assist in ordering new laptops or desktop workstations, examples of a generic
DPR and ITCAF form completed as though a workstation was being purchased. Below
are links to the generic DPR and ITCAF forms for your reference. These are examples
only and specific description and pricing information should be taken directly from the
contract order forms. The DPR and ITCAF forms must be completed when ordering
any new workstations for your office. Include justification to support the purchase and
additional options requested in the space provided.
Buyers Guide\Project Documentation\SampleDPR.xls

Buyers Guide\Project Documentation\SampleITCAF.xls
                                         Appendix
This section is mainly intended for the technology points of contact and technology staff
in KDE program areas who may be approached by the leadership and staff in the
program areas for guidance when acquiring workstations for their organization.


                Workstation Desktop, Laptop and Tablet Upgrade Options
Processor - The speed of a microprocessor is measured in megahertz, or cycles per second, but higher
megahertz doesn't always mean better performance. In the case of Core™2 Duo processors, there are two
processors or execution cores, the megahertz number should be doubled to compare to a regular processor.
Database administrators, programmers, and graphic designers may need to consider an upgrade to a processor.
Upgrade Processor to Dual Core             Desktop: 3.0Ghz, 3.2Ghz, 3.4Ghz;
                                           Laptop: 1.8 Ghz, 2.0 Ghz, 2.16 Ghz, 2.33 Ghz
Upgrade Intel® Processor to Core™2         Desktop: 1.86Ghz, 2.13 Ghz, 2.4 Ghz;
Duo                                        Laptop: 1.66 Ghz
Memory: The amount of temporary storage of data that you can use at one time. 1GB of memory is recommended
by KDE and is included in standard desktop, laptops and tablets. If an individual must work on multiple software
products simultaneously, especially more complicated processes, such as 3D graphics and animation, additional
memory may be needed.
Additional Memory                          Memory options include: 256MB, 512MB, 1024MB (1G), 1.5GB,
                                           2GB, 3.0GB, 3.5G
Hard Drives: A storage medium for data inside your workstation. The larger the hard drive the more files and
work can be saved on the local PC. The standard desktop comes with a 60 GB hard drive. The standard laptop
comes with a 40 GB hard drive. This is more than enough space for the typical user who saves their work on the
network drives. For mobile users who take large documents on the road with them, they may need to upgrade to a
larger size hard drive.
Upgrade to Hard Drive             60 GB, 80 GB, 100 GB, 160 GB, 250 GB, 400 GB, 500 GB
Add second hard drive             80 GB, 160 GB, 250 GB, 400 GB
CDROM/DVD/floppy Drives: The Standard Desktop and laptop comes with a CDRW/DVD drive. This drive
allows the user to read and create CDs and read DVDs. To create DVDs, you would need to upgrade to DVDRW. If
you have media or receive media on floppy disk, you need to include a floppy drive (standard desktop may not
include a floppy drive). If you copy a large number of CDs or DVDs, a second CDROM/DVDRW in the tower option
with multiple bays would be recommended.
1.44MB Internal Floppy Drive                   Internal 3.5” desktop floppy drive
USB 3.5” Floppy Drive                          External 3.5” floppy drive that connects to USB port.
Upgrade to CD/RW – DVD 48x                     Upgrade reader speed
Upgrade to DVD +/- R drive                     Provides ability to write/save to DVD media storage.
0CD/RW – DVD/RW Multi-burner or                Provides ability to burn multiple CDs and DVDs
second drive
Video Adapters/ Graphics Cards: The part of the workstation that sends the images to the monitor. The
standard video adapters can run the latest operating systems. However if the software products that you are
working with contain 3D Graphics or animation or you run multiple graphic software products, you may want to
upgrade to the next higher Video Adapters. You may also need to have s-video, composite video or TV-out ports to
attach a TV.
Upgrade Graphics/Video Card                    Upgraded options include cards with 64MB, 128 MB, 256MB, or
                                               512MB.
Add video adapter (VGA, DVI, s-Video &         The type of adapter is dependent upon the expected use of the video
Composite Video)                               card.
Other Adapters: Needed only in special circumstances to support external devices.
USB to serial adapter                          Provides capability to use a 9 pin serial device in a USB port.
USB to parallel adapter                        Provides capability to use a 25 pin parallel device in a USB port.
1394 Controller Card                           Provides firewire connectivity.
Mouse/Keyboard: External control devices
Optical USB Mouse                              Comes standard with desktops, but must be purchased separately if
                Workstation Desktop, Laptop and Tablet Upgrade Options
                                                needed for laptops and tablets.
Add wireless mouse                              Normally used for presentation purposes.
Keyboard (USB)                                  Standard keyboard for desktop, laptops and tablets. Comes standard
                                                with desktops, but must be purchased separately if needed for
                                                laptops/tablets.
Add wireless keyboard                           Normally used for presentation purposes.
External Monitor: The box with a screen that displays the data on your workstation. Monitors vary not only in
their size, but also in the resolution they can support. Resolution is the degree of sharpness, or clarity, of what you
see on a workstation screen. There are two external monitor types: CRT and LCD. Laptops and Tablets already
have an internal monitor built into them that can be used while traveling or working at home but an external monitor
may also be desired while working at your desk. The LCD monitors thin and more expensive, but use less energy
and the resolution is better. The standard monitor on contract is a 17in flat panel LCD monitor. To see more work
or the need to see the work in larger format, you will need to upgrade to a larger screen monitor. KDE recommends
a 17”LCD monitor for most users.
CRT-Type Monitor                                Cathode Ray Tube (CRT) – larger/heavier monitor, 17”, 19”
LCD/Flat Panel Monitor                          Liquid Crystal Display (LCD) - flat screen monitor, 15”, 17”, 19”,
                                                19” wide, 20”
Batteries (laptops/tablets): KDE recommends the standard battery that is shipped with the laptop or tablet for
most users. A second battery may be necessary for the users that travel a lot and are not able to charge their main
battery on a regular basis. If the laptop or tablet stays on the docking station most of the time a second battery may
not be needed.
Second battery                                  6 cell or 9 cell (longer run time)
Docking Station: A docking station is a device that stays at your desk with all the cables (Video, power, mouse,
keyboard, speaker, and network) plugged in. This allows a laptop and tablet to be easily connected and operate like
a desktop unit without having to re-connect any cables. This saves time and prevents wear and tear on the laptop
and tablet and cable ends. Check with the manufacturer for details on the docking station options or the
vendor order forms. A docking station is needed when a laptop or tablet is being used as a primary
workstation.
External Speaker & Headsets: For improved external sound, systems require external speakers or headsets.
Every desktop, laptop and tablet workstation already comes with a built-in internal speaker that will satisfy most
needs. External speakers are sometimes used to allow a large audience in a room to hear something coming from
your workstation. Headsets are used to better manage the sound coming from your workstation. For example they
allow you to listen to a video and audio file at a volume level that you like without disturbing others sitting around
you.
Wireless Networking: Wireless networking allows connection to the network infrastructure without
using a physical cable or wire. A wireless network must be available for use. This option comes with the
standard laptop and tablet but is not normally needed for desktops.
Add Wireless Bluetooth Module            Needed only if connecting to a Bluetooth device (e.g., a wireless
                                         keyboard, wireless mouse, etc.
Other Options
Computrace                                   Portable workstation tracking software that helps locate the laptop in
                                             the event of loss or theft.
Accidental Damage                            Insurance for accidental workstation damage.
Tower                                        Larger floor-type stationary workstation.
Carrying case                                Carries laptops.


Warranty
The KDE required warranty is listed below. Warranty is a required to be purchased on
all desktop (5 years), laptop (4 years) and tablet (4 years) workstations at the same time
the workstation is purchased. Please include the warranty on the same DPR form that
the workstation is purchased from.

Desktop warranty – 5-year Onsite Parts & Labor Warranty – no troubleshooting required
Laptop and Tablet warranty – 4-year Onsite Parts & Labor Warranty – no troubleshooting required
DPR & ITCAF Examples

The link to the order forms above can be used to find models, prices and options
available. The descriptive information from these forms is what should be used to
complete the DPR and ITCAF forms. The KETS Order Forms can be completed to
supplement the internal order process but aren’t required to be submitted with the DPR
and ITCAF.

To better assist in ordering new laptops or desktop workstations, examples of a generic
DPR and ITCAF form completed as though a workstation was being purchased. Below
are links to the generic DPR and ITCAF forms for your reference. These are examples
only and specific description and pricing information should be taken directly from the
contract order forms. The DPR and ITCAF forms must be completed when ordering
any new workstations for your office. Include justification to support the purchase and
additional options requested in the space provided.
Buyers Guide\Project Documentation\SampleDPR.xls

Buyers Guide\Project Documentation\SampleITCAF.xls

				
DOCUMENT INFO
Shared By:
Categories:
Tags:
Stats:
views:6
posted:7/4/2012
language:
pages:7