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Policy on Reimbursement for Early Purchase
of Campus Departmental Network Equipment


Background
With the current network infrastructure, and under the current policy, DoIT provides and supports the network connection to Campus buildings.  Inside Campus buildings Campus Departments provide their own on-premise network equipment (network switches, router, etc.) to connect to the campus network.   Starting in 2003, as the campus begins to rollout the new network, DoIT will become responsible for acquiring and maintaining not only the backbone network but the on-premises network equipment (network switches, routers, etc.) within campus buildings and departments. 

This new campus network may require that current network equipment be replaced.  To insure that performance advantages of the new network are achieved, there are benefits to developing a consistent plan for acquisition and support of network equipment.  This plan will insure that equipment acquired is compatible and capable of supporting the features of the new network.  As the new equipment is installed, efforts will be made to improve the physical environment (power, security and HVAC) of the on-campus network equipment and in some cases the cabling inside the campus buildings.

The rollout of the network upgrade will be phased over several years.  As buildings and departments’ network access is scheduled for conversion to the new network, DoIT will acquire the necessary equipment.  During the rollout period some Campus buildings or Departments whose networks are currently inadequate may need to be supplemented or upgraded ahead of their scheduled time in the overall campus rollout schedule.  Reasons for early rollout may include minor building renovation, the need to replace current network components due to equipment failure, and/or the need for added network capacity.

Early Upgrade Department Reimbursement Plan
If Campus Departments require network equipment prior to the network rollout schedule, they may obtain the network standard equipment through DoIT.  The Department must submit a request for early purchase, DoIT Network Engineers will review the design and if approved DoIT will purchase the equipment and provide assistance with the installation.  DoIT will pay for the equipment in full and the asset will be assigned to DoIT.  DoIT will contract for the equipment maintenance or stock replacement equipment.

For network equipment acquired by Campus Departments outside of the previous process, DoIT will repurchase any network standard equipment at the time the Department is scheduled for conversion in the overall campus plan.  DoIT will pay for equipment that it would otherwise have purchased, when it otherwise would have purchased it, at the price paid by the department less depreciation on a monthly basis since the date of purchase. Depreciation will be computed on a 4-year (48 month) straight-line basis. Note: DoIT will waive depreciation for standard equipment purchased in FY03.  It should be noted that DoIT expects that campus Departments will order their gear through an approved campus vendor and thus receive all available discounts. DoIT will only reimburse equipment costs based on the discounted price schedule. If there are cards or other features purchased by the department that DoIT would not have purchased, DoIT will not reimburse the department for these items.

For Departments to insure that the equipment being acquired will be eligible for this reimbursement plan, and that all available discounts are obtained, DoIT requests that the Department submit a brief proposal to the DoIT CIO’s Office. This proposal should include detailed information (specifications and cost) regarding the proposed equipment acquisition.  Upon review of the specifications and pricing, the CIO’s office will provide written acknowledgement to the Campus Department. If the plan is accepted by the CIO’s office, the acknowledgement will include the proposed reimbursement amount and a buyback schedule.

Equipment to be purchased by DoIT must be properly maintained and be in good serviceable condition. Any maintenance re-certification charges to put this equipment under an outside vendor’s maintenance agreement will be the responsibility of the Campus Department and must be paid prior to DoIT’s acquisition of the equipment.  DoIT will issue a requisition to the department for the equipment purchase.