Standard Operating Environment for Staff Computers Policy

Please note that this policy has not yet been revised or converted to the new format .

Preamble

To fulfil their duties at Monash, academic and general staff rely on having access to functional, effective, reliable and up to date desktop IT services. This represents a major investment by the University in computer hardware, software and support services.

Without current standards for operating environments for the main computing platforms used on staff computers within the University, the result would be considerable diversity, confusion and difficulty in controlling IT support costs. A Standard Operating Environment (SOE) policy provides a framework for minimising IT hardware and software acquisition and support costs across the University, and includes the Endorsed Supplier arrangements in place through Procurement Services for the acquisition of desktop, notebook, printer and personal digital assistant (PDA) hardware.

Purpose

The objective is to ensure that highly functional, reliable and up to date desktop services are available to staff in a cost effective way.

The scope of this policy includes all desktop computers, notebooks, printers and personal digital assistants (PDAs) and software that is to be used in the PC (Windows), Linux, Apple Macintosh environments. It describes Endorsed Supplier arrangements and a Standard Operating Environment (SOE) for staff computers and delineates responsibilities for licensing, testing, and support of the standard software, and review of the standard computer hardware and software over time.

Responsible Officers

Executive Director, Information Technology Services

Approving Bodies

UNITAC

Definitions

Personal Digital Assistants (PDAs): Hand held portable devices that have standalone functions and also link to desktop software applications.

Policy

Hardware

1. Hardware standards for staff desktop computers, notebooks, printers and PDAs from a panel of Endorsed Suppliers will be defined by Procurement Services (Facilities and Services Division) and Information Technology Services (ITS) Division. These hardware standards are to be published on the Procurement Services web site, and are to be reviewed twice yearly in June and December. These processes will be undertaken in consultation with the IT Managers Forum (with representatives from all Faculties, Library and Resources Divisions) and representatives from the Technical Working Party.
2. The panel of Endorsed Suppliers will be periodically reviewed (typically every 3 years). Procurement Services, in conjunction with the ITS Division, and in consultation with the IT Managers Forum and representatives from the TWP, will be responsible for the selection of endorsed suppliers which will normally be conducted by a tender process. Recommendations on Endorsed Suppliers must be ratified by the University's Purchasing Sub-Committee of Council.

Software

1. The designated platform for provision of standard desktop software services will be the Microsoft Windows operating system. A Standard Operating Environment (SOE) definition will be maintained for the Windows operating system and will include client software for accessing University-wide administrative systems.
2. Whilst the designated platform will be the PC (Windows) environment, a Standard Operating Environment definition will also be provided for each of the Apple Macintosh, Linux and Personal Digital Assistant operating platforms.
3. The designated platform for running University wide administrative systems is the PC (Windows) environment. University-wide administrative systems are purchased or designed to operate on the PC (Windows) SOE, as a minimum. Reasonable consideration will be given for University-wide administrative systems to be compatible with other SOEs, but no guarantees are made in this respect. Portal technologies will be used where it is both practical and justified.
4. The Information Technology Services Division will be responsible for the definition of the Standard Operating Environments for each platform. The SOE definition is to be reviewed twice yearly in June & December. These processes will be undertaken in consultation with the IT Managers Forum and representatives from the Technical Working Party.
5. Where it is consistent with divisional responsibilities, the ITS Division will be responsible for software licensing for products listed in the Standard Operating Environment.
6. The ITS Division will be responsible for testing of all software in the Windows base Standard Operating Environment and software used for accessing University-wide administrative systems. All testing will be conducted on recommended hardware specifications as updated by Procurement Services and ITS. The SOE software will not be certified as suitable for use on hardware which is not approved from the Endorsed Supplier arrangements made by Procurement Services.

Regulations

1. All faculties, divisions and departments are responsible for ensuring compliance with software licensing conditions on University computers.
2. The support of the computer hardware and the Standard Operating Environment software in the staff member’s office is the responsibility of the individual’s faculty, department or division.

Procedures

1. Details of the SOE will be published on the University’s web site, (see Schedules).
2. Software distribution – software will be available by a number of distribution methods, and where possible will be included on the base image provided to Endorsed Suppliers for delivery with new or leased workstations.

Schedules

1. Endorsed Suppliers and desktop, notebook and printer recommended standards – Procurement Services see IT/Computing Supplies.
2. The Standard Operating Environment for the Windows platform - IT Services see Software at Monash.

Amendment History