departmental circulars
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Departmental Circular No. 41 of 1999
Department of Agriculture
Private Bag:
Isikwama Seposi:
Privaat Sak:X9059
PIETERMARITZBURG
3200Telephone:
Ucingo:
Telefoon:0331 - 3559128 Telefax No.:
Isikhahlamezi:
Telefax Nr.:0331 - 3559122 Enquiries:
Imibuzo:
Navrae:L W E Jones Date:
Usuku:
Datum:9 November 1999 Reference No.:
Inkomba:
Verwysing Nr:2/5/P
To: Ministry of Agriculture and Environmental Affairs
Chief Director and
DirectorsDEPARTMENTAL CIRCULAR NO. 12 OF 1999
UPDATED POLICY REGARDING THE ACQUISITION OF COMPUTER EQUIPMENT
- In order to improve the work procedures regarding the acquisition of computers and related equipment, the following changes have been made to the existing procedures.
- Any request for new equipment, hardware and software upgrades and additional peripheral equipment must be submitted on the form application for the acquisition of computer and related items", a copy of which is attached. This form must be completed correctly and signed by the Program Manager. It should be submitted to the Computerisation Support Services (CSS) component, where it will be allocated an IT reference number. The document will then be passed to the Work Study component who will investigate the need for the requested items. At this stage additional information may be requested by the Work Study component. Once the Work Study recommendation is obtained, the request is processed by CSS.
- Requests for the following items will be dealt with directly by CSS:
NO. ITEM 1 All repairs to existing computer equipment 2 Upgrades to existing computer equipment and software, (with a Work Study recommendation supporting the request on the application form) 3 Entry-level networked or stand alone computer, (with a Work Study recommendation supporting the request on the application form). The following configuration is considered entry-level:-
Celeron/Pentium II
64 Mb RAM
± 4 - 9 Gb hard drive
Intel/3 Com Network Interface Card (NIC)
418 Mb AGP graphics card
15" Monitor
CD ROM
Multi-media kit if motivation is supported
Stand-alone computer does not include a NIC
Entry level inkjet printer for stand alone computer if motivation supported4 Power-user networked or stand alone computer, (with a Work Study recommendation supporting the request on the application form). The following configuration is considered a guideline for the power-user:-
Pentium III processor
128 - 256 Mb RAM
± 10 - 15 Gb hard drive
Intel/3 Corn Network Interface Card (NIC)
8 - 32 Mb AGP graphics card
17" Monitor
DVD ROM drive
Multi-media kit if motivation is supported
Stand-alone computer does not include a NIC
Inkjet printer for stand alone computer if motivation supported5 Entry-level Notebook computer, (with a Work Study recommendation supporting the request on the application form). The following configuration is considered entry-level:-
Mobile Celeron/ Pentium II
64 Mb RAM
± 4 - 9 Gb hard drive
Network Interface PC Card
CD ROM
Multi-media included
Stand-alone computer does not include a, NI C
Entry level portable inkjet printer if motivation supported6 Peripheral equipment for existing equipment, (with a Work Study recommendation supporting the request on the application form). Peripheral equipment includes the following:-
(1) Monitor;
(2) Printer;
(3) Scanner;
(4) Mouse;
(5) Multi-Media Kit;
(6) Modem;
(7) DVD Drive;
(8) Zip/Jazz or similar type Drive; and
(9) CDR Drive.7 Network equipment such as Hubs, Switches, Routers, Network points and Printer Sharing devices 8 Management of maintenance agreements for existing hardware and software 9 Purchase of additional software for existing equipment (with a Work Study recommendation supporting the request on the application form)
- All networked computers should be printing to networked printers. Any request for a "stand alone" printer to be attached to a networked computer will have to be strongly motivated and will be investigated by the Work Study component.
- Any of the items in paragraph 3 above can be referred to the ITC if deemed necessary. All matters failing outside this policy guideline will be processed via Work Study and submitted to the ITC for approval. It must be stressed that ITC meeting will only be held to consider these matters and policy issues. Should the interval between ITC meetings be such that the acquisition, of items will be delayed, the affected requests will be submitted to the Chairman of the ITC for approval. This approval will then be ratified at the next ITC meeting.
- Should you have any suggestions to further improve the process of acquiring IT equipment, do not hesitate to contact Leon Jones, Deputy Director: Computerisation Support Services on (033) 3559 128. Copies of the "Application for the acquisition of computer and related items" form are available from CSS.
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