IT OPERATING BUDGET - GUIDELINES 2008 1. Guidelines for IT-related accounts of the operating budget This information document is intended to facilitate the calculation of certain ITexpenditures (account cost codes) of the operating budget for 2008, but does not replace the operating budget, which must still be submitted according to the normal procedure. 2. Telephone and computer network points. The rental charges for PC network and telephone connections for 2008 apply to existing and new connections. (See Table 1) 3. Internet use There is no registration cost. The cost of the use of the Internet is recovered from members of staff and students. Internet users must keep their passwords confidential for this reason. The guidelines to calculate budgetary amounts for the use of the Internet - locally and internationally - for persons that are occasional, typical or intensive users appear on Table 1. 4. Internet dial-in service Access to the UP intranet can be obtained through the Internet via an ISP (internet service provider for ex. Vodacon ,MTN etc.). In order to utilise this service, the necessary software (“secure remote”) should be requested from IT Client Service. The University has concluded an agreement with Tiscali, which has since been taken over by MWEB. The rate is R90.00 per month (including VAT). Details can be obtained from IT Client Service at 420-3051 or e-mail address help@it.up.ac.za. A cost code may be used for this expenditure. Table 1 R (p.y.) 720.00 720.00
1. 2. 3.
Computer Network Point: Telephone Point : INTERNET USAGE
@ R720.00 per network point per year. @ R720.00 per telephone point per year.
Please Note: The tariff per MB is to be reduced but it is also predicted that Internet usage will increase.
5.
* Occasional users * Typical users * Intensive users Dial-in Service: MWeb
@ R 650.00 per user per year @ R1 620.00 per user per year @ R2 700.00 per user per year @ R 1 080.00 per person per year (R90pm.)
650.00 1,620.00 2,700.00 1 080.00
5.
Web pages The Department of Corporate Communication and Marketing (CC&B) is responsible for the management of the UP web-site that is available on the Internet. Faculties, departments and support units are responsible for the updating and maintenance of departmental web-sites, in accordance with the prescribed CC&B guidelines. Content is updated and maintained by the departmental webmaster using a simplistic "CMS" system. (Content Management System) Access and co-ordination of the updating and maintenance is managed by CC&B.
2
CC&B is also responsible for the corporate communication and internal marketing content of the Intranet, as well as guidelines for other content and trade mark applications of web pages, that are only available on the UP Intranet. Enquiries in this regard can be directed to Emmerentia Nel at (012) 420-4370 or to webmaster@up.ac.za The Department of Information Technology Services provides the infrastructure to create Intranet pages. This is done by means of the Open CMS content management system, that simplifies the creation of web pages. The Department of Information Technology Services is however not responsible for the creation or maintenance of any web-page content. Please direct further enquiries to the IT-Helpdesk, (012) 4203051 or ithelp@up.ac.za 6. Printing of enterprise data and reports on the mainframe printer in the data centre Increasing pressure on the operating budget has necessitated the Department of Information Technology to start charging clients for specific services rendered from 2006. There is no central budget for this service and Faculties and Support Services are required to budget for this printing. The following principles will apply: Printing costs consist of two parts: o Paper cost: 2,5c per physical page and 25,98c per special A4 letterhead ; and o Impression cost: 3,31c per one side of a physical page. Duplex (“double-sided”) printing: user pays for one page of paper, but for two impressions. Pre-printed forms provided by the user: user pays for impressions only (no paper cost). The IT Department will pay for reprinting that is caused by paper jams, operators loading paper incorrectly, dirty marks made by the printer and folding machine errors. If reprinting is caused by other reasons, it will be determined, on an individual basis, as to who should be responsible for the cost thereof. (IT or the user)
For further enquiries please contact us at: chris.jankowitz@up.ac.za (012 420 3054) 6.1 Optical mark reading Optical mark reading for multiple choice examination papers with the 5 and 10 answer option will be charged at R 0.26 per page. 7. Maintenance of computer equipment (account number 4836) Provision should be made in the budget for the maintenance of computers and printers, that are older than three years, at R400 each per year. Computers and printers that are not yet three years old, are still under guarantee. 8. Printing Division (account number 4322)
3
Provision should be made at 25c per A4 page (single side) for printing/copying and 0.04c for binding. Enquiries can be directed to the Printing Division - 420-2127. 9. Renting of office equipment: number 4344) Photocopiers and fax machines (account
If it is possible that the needs can change during 2008, it must be budget for. Advice and quotations can be obtained at – 420-3059. 10. Computer training (account number 4260) It is important that the staff must be acquainted with all the IT Infrastructure facilities, for the optimal utilization thereof. The Department of IT provides training for new and existing staff. http://www.up.ac.za/services/it/courses/info.html for details. 11. Standard software The University standardised on Microsoft software for workstations. The Department of Information Technology is responsible for the budgeting and funding of all the standard Microsoft licenses (server software excluded). Line management is responsible for all other software licenses, including their related costs. Information about the standard software is available at http://www.up.ac.za/intranet/it/documentation/docs/SPT1009-1.pdf Please refer to
12.
Campus wide licences. In addition to the enterprise Microsoft license, central budgetary provision is also made for the following software: SPSS Statistica SAS
13. Non-standard software and licenses
Specialized software that is required but is not supported, or for which no internal training is provided for by the Department of Information Technology Services, must be procured via the Central Procurement Department's using normal procurement procedures. This is required to facilitate and ensure central record-keeping of all software and licenses. Faculty's/Departments remain responsible for the budgeting of non-standard software requirements. Compatibility with the existing personal computer's operating software, security systems and network infrastructure must be considered for non-standard software. Written permission must first be obtained from the Department of Information Technology Services in cases where non-standard software is to be procured for a personal computer, that is linked, or is to be linked to the network. Any advice, technical as well as prices, are obtainable from the IT-Helpdesk at Tel: (012) 420-3051.
4
Provision should be made in the departmental operating budget for recurring expenses required for the renewal of software licences, upgrades, maintenance, etc.
………………………..…….