Guidelines for the Distribution of CWP Systems

Accountability

Each academic/business unit of the University of Notre Dame has an individual designated to oversee the implementation of the CWP within their respective unit. This person is referred to, henceforth, as the Campus Workstation Program Administrator (CWPA). The CWPA is accountable to the Director of the academic/business unit, the Committee on Enterprise Computing, and ultimately to UCCIS for ensuring and reporting that the program guidelines are adhered to and the objectives and intent of the program are honored as they were established in 1998 to be. These are outlined below.

Guidelines

All eligible employees will be covered over a three year period for faculty, a four year period for staff - The CWP funding model was designed to meet the computing needs of all eligible employees on a three year renewal basis for faculty, and a four year renewal basis for staff. This renewal basis is a key area for CWPA accountability and discretion.

Needs based methodology - It is the obligation of the CWP Administrators to assess employees' computing needs and distribute CWP resources accordingly.

One CWP system per eligible employee - Each eligible employee may only have one CWP funded system at a time. Each CWP funded system must be ordered for a specific eligible CWP recipient and the order will only be processed with the intended employee's NetID assigned.

Trade in of older computer systems - One of the primary objectives of the Campus Workstation Program supported by the Officers of the University of Notre Dame is the creation of, and adherence to, a campus-wide minimum standard level of computing functionality. Older hardware and software is more costly to support and limits productivity by not being able to operate in full capacity, run the same applications, and share files used by others. In support of this objective, when receiving a new CWP system, the academic/business unit is required to trade in an older CWP system (beyond its CWP life-cycle) and, where none exists, encouraged to trade-in any other older, operating computer system. Systems traded in will be formatted and place with the ND Surplus Property Program for private resale or recycling.

If a trade in system is not returned by way of CWP, the CWP Recipient and CWP Administrator should understand that the Campus Workstation Program will no longer provide support services for that system; it becomes the sole liability of that recipient and academic/business unit. Retained CWP computers remain the property of the University and should remain on campus until the useful life is exhausted. If an employee wishes to purchase their existing CWP computer, it must be handled thru ND Surplus Property and not thru their department. Software licensing regulations are only one issue involved in this matter. Compliance with the proper procedures for disposing of and/or purchasing technology from the University is the employee's responsibility, not CWP or their departments. For additional information, please contact ND Surplus Property.

CWP systems are intended for on campus use - Laptops, being the only exception (for occasional non-campus business use). No on-site installation or service calls will be made off campus by CWP technicians.

Choice of hardware and software from recommended lists provided by the CWP - Distributed systems consists of hardware and software products approved for supportability by the Office of Information Technologies at Notre Dame. This hardware and software will follow manufacturer and vendor selections chosen by OIT, and IT contracts chosen by Procurement Services, on behalf of the University. Some minimum standards will be enforced by the CWP; i.e. included manufacturer warranty periods and/or a systems operating system (OS) version. Peripherals such as printers may NOT be purchased using CWP funds.

Use of CWP funds - Each CWP Administrator will receive an allocation of funds with which they may purchase from the list of CWP hardware and software offerings. CWP funds may only be used to purchase CWP products for eligible CWP recipient employees. CWP funds cannot be used to purchase any software or hardware not supported by OIT.

All CWP systems shall be purchased through the University's Business Operations - Procurement Services office - The Procurement Services office, working in conjunction with the OIT, continually seeks the best price/performance choices available which follow OIT specifications. Procurement services oversees exclusive IT contracts between the University and it's vendors. CWP funds cannot be spent elsewhere.

Enhancements, Upgrades - Units may use other funds to enhance the CWP system to suit their particular needs. Such changes however may affect the manufacturer's warranty and should be done so with the approval of the CWPA.

The CWP product is a Total Solution Package - The Campus Workstation Program was designed and funded to provide a full suite of OIT services including on-site installation, custom configuration, file transfer, removal of existing obsolete system, and on-going warranty support. To ensure a consistent level of quality, dedicated CWP technicians are available to provide these services. The CWP exists solely as a service to the University's faculty and staff and their academic/business units; however units desiring instead to do some portions of these tasks themselves need to get the approval of the unit's CWPA and notify the CWP Coordinator well in advance of the recipients installation date.