Hardware and Software Needs AssesSment Principles Personal Computer (PC) hardware and software requirements vary depending on the type and intensity of the work being performed. Therefore, each individual should have a PC appropriate to their needs, as expressed in fifteen university-standard user profiles. Individual cost centre managers are in the best position to perform an initial review and needs assessment of their staff within their unit, including recommending the appropriate universitystandard user profile for each individual and functional position, followed by a detailed technical assessment in conjunction with technical staff. A University-wide approach to budgeting, financing, procurement, installation, maintenance, and support of computing resources and associated services is in the best interest of the university. Scope The scope of these guidelines includes all University PC hardware, common sets of software, printers and local storage devices. Hardware Baselines The following lists the baseline PC resources for the University. Each member of staff can expect to receive resource provision within one or more of the following categories: An appropriately configured desktop PC with network access should be provided for a. Every full-time member of staff b. Every part-time staff member holding part of a full-time functional position (e.g., job share) whose responsibilities require on-going and consistent access to computer resources and information networks. An appropriately configured individual laptop/portable PC with network and dialup access should be provided for a. Every full-time or part-time member of staff who regularly works in more than one office of the University or b. Every full-time or part-time member of staff whose work involves partly working from home and where the equipment must travel with them; An appropriately configured laptop/portable PC with network and dialup access should be accessible, but not necessarily exclusively assigned to: Every full time or part-time member of staff whose work occasionally takes them away from their work-site and whose responsibilities require on-going and consistent access to computer resources and information networks An appropriately configured desktop PC with network and dialup access should be accessible, but not necessarily exclusively assigned to: a. Every part-time member of staff where appropriate b. All other staff members or functional positions where appropriate All users should have access to a laser-quality printer and other printers according to the needs of their post. Printers will normally be shared via a network and be accessible to other users. Exclusive use of a printer will be limited to staff undertaking the frequent printing of confidential material. Additional peripheral devices will be resourced when there is a clear need (normally as a result of a formal justification of the expenditure by the department concerned) but will be expected to be shared devices and not allocated to a single user. Note that working partly from home or in more than one office is subject to agreement by the University and refers to a contractual arrangement rather than an ad hoc occasional occurrence. In the latter case, loan equipment will be made available if possible. User Profiles The PC functional requirements of an individual vary depending on the requirements of his or her job. Rather than a "one-size-fits-all" method of allocation, the University will attempt to provide, subject to budget restrictions, PCs appropriate for the actual needs of each individual, as recommended by the individual's work unit, and articulated via one of the 15 university-standard "user profiles." The user profiles are derived from five general usage categories of users, and within these categories, three usage levels. Usage Categories Usage Category Standard Multimedia Examples Standard office productivity software such as Word, Excel, Internet Explorer, etc. Office Productivity software plus web publishing (e.g., Front Page), desktop publishing (e.g., Quark, PageMaker), Graphics (e.g., Photoshop, Illustrator, PaintShop Pro), digital sound (e.g., SoundEdit 16), and/or non-linear video editing (e.g., Premiere) as appropriate Office Productivity software plus software required to handle large datasets (e.g., GIS), statistical packages (e.g., SPSS, SAS), etc. as appropriate Multimedia User plus software required to handle large datasets (e.g., GIS), statistical packages (e.g., SPSS, SAS), etc. as appropriate All standard and multimedia software plus application development tools Standard Plus Multimedia Plus Developer Within each usage category, the level of usage varies as follows: Usage Levels Usage Level Examples General Frequent The computer is used primarily for the daily reading of e-mail, and word processing of memos, etc. In addition to e-mail , the computer is used frequently to maintain information on spreadsheets (e.g., department’s budget tracking), prepare word processing documents, access institutional databases, and/or use the Web for information gathering. In addition to e-mail , the computer is routinely used to develop extensive budget spreadsheets, prepare and maintain large, multi-faceted word processing documents, access and update institutional databases, maintain and develop content for a department’s Web page, produce multimedia presentations, and/or create and access complex desktop-published documents. Intensive By combining the three usage categories with the five usage levels, 15 university-standard User Profiles are derived. They are: User Profiles General Standard Multimedia Standard Plus Multimedia Plus Developer General Standard General Multimedia General Standard Plus General Multimedia Plus General Developer Frequent Frequent Standard Frequent Multimedia Frequent Standard Plus Frequent Multimedia Plus Frequent Developer Intensive Intensive Standard Intensive Multimedia Intensive Standard Plus Intensive Multimedia Plus Intensive Developer A university-wide standard PC configuration can then be defined for each user profile. These configurations will be revised periodically , based on the current hardware and software technology, as well as user needs. Profile differences will centre largely upon levels of processor, memory, disk capacity and monitor size and type. Common Sets of Software Desktop and other software can be categorized in one of three sets of common software, or “loadsets”. These loadsets and their costs will be revised periodically via a University-wide process based on user needs, market forces, and university budget realities. Basic Loadset Software in the "basic loadset" is installed on every university-owned desktop. In fact, the cost of this software is included in the overall price of each computer when purchased by the university. This software is purchased, installed, and supported by ACU. Function Company Software Title Word Processing, Spreadsheets, Presentations E-mail Web Browser Project Management Document Exchange File De/Compression Virus Protection File Transfer Telnet Operating System Microsoft Microsoft Microsoft Microsoft Adobe ZipCentral Sophos Leech QPC Microsoft Office (Word, Excel, PowerPoint) Outlook Internet Explorer Project Acrobat Reader ZipCentral Sophos Anti-Virus Leech FTP QVT Term Windows NT/2000 Secondary Loadset Software in the "secondary loadset" is commonly used by some but not others. Consequently, it is installed only on desktops when needed. Software in this category is purchased and installed, by ACU. Initial support will be by ACU but a secondary support contract should be taken with the supplier. The process for developing a budget and requesting funds for this software and support contract rests with the user’s Department. A university-wide or Purchasing Consortium deal for purchase/support may be available. Company Adobe Software Title Acrobat Pro Illustrator PageMaker PageMill Photoshop Illustrator Premiere SoundEdit Flash Quark Express Crystal Reports FrontPage Publisher Macromedia Quark Crystal Microsoft Specialized Loadset All other software is typically used by only a few users and may be specialist in nature. Software in this category is normally purchased and installed by ACU but for support, a contract must be taken out with the original or third-party supplier. Funding should be requested and justified within the user’s departmental budget. ACU must be informed in advance of any proposed purchases for specialist software so that possible hardware or software conflicts or other issues can be investigated. The University’s existing policies on the installation of software, including shareware and freeware apply here.