Application of the Web to University IT Acquisition

Glyn M. Rimmington, Head, Computer Purchase Advisory Group, The University of Melbourne, Parkville, Victoria 3052, Phone: +61 3 9344 4382, Fax: +61 3 9344 7576, Mobile: 015 810 529,
Email: director@meu.unimelb.edu.au | URL:

Abstract

The World Wide Web has many applications in the context of a University. Some, such as external promotion, provision of information for students and flexible delivery of learning materials, are more obvious. It can also be valuable as a tool in administrative procedures, particularly for improving the human-computer interface to administrative software packages and databases. In a pilot project at The University of this is being investigated in the context of the university's IT acquistion process. The University of Melbourne has had in place a filtering process for proposals to purchase computer hardware, software and related items for over 10 years. In carrying out this task, a balance has to be struck between meeting the needs of individuals while at the same time facilitating IT strategic planning at the institutional level. Indeed, many of the negotiating instruments, such as volume discounting, can only be achieved at this level. Application of the Web in this instance serves a number of purposes, one of which is to help streamline the acquisition process from the individual's view point. The rate of adoption of the Web for this purpose is comparable to that for electronic mail.

Introduction

IT strategic planning is a key activity of all organisations that wish to take advantage of the technology to increase productivity, efficiency and quality. Once an IT strategic plan has been formulated, the next step is to acquire the necessary hardware and software to achieve its objectives. Of course, recruitment of personnel to install and maintain the hardware and software as well as training of other staff to use it are important considerations, but are outside the scope of this paper. Two aspects of the acquisition process are achieving the maximum volume for a given budget and ensuring compatibility among the component hardware and software.

The most powerful instrument of negotiation in this process is volume discounting. Achieving large purchases of standard computer hardware and software is contrary to allowing individual freedom among members of the University community. Indeed, many academic staff are quite indignant about the sacrifice of freedom even though there are significant benefits to be gained in the form of low unit prices and a high degree of compatibility. The latter is vital. Smooth transfer of data across local- and wide-area networks is, otherwise, not possible, or at best, very difficult.

Achieving objectives such as the provision of a networked computer, equipped with software, for all staff, can be achieved if the centralised IT acquisition process is put in place. This paper describes the way in which the Web is being made available for staff to streamline the process. Provision of information on the Web, along with a forms-based submission system, has been met with moderate enthusiasm, comparable to that of the introduction of electronic mail into the IT acquisition process.

The IT Acquisition Process

The IT acquisition process adopted by The University of Melbourne first in 1984 is incorporated into the delegation of financial responsibility to authorised signatories. This affects the heads of budgetary units such as schools, departments, centres or units and those to whom they sub-delegate signing authority. The University of Melbourne's financial delegations require that all purchases of computer hardware, software or related items receive prior approval by a group charged with overseeing the IT acquisition process. At The Univerisity of Melbourne, this is the Computer Purchase Advisory Group (CPAG [HREF 2]), who advise the university's finance committee. In the early eighties, when volumes of purchases were low, it was feasible for CPAG to assess proposals for purchases on a weekly basis.

From 1987 onward, with the university's first triennial IT strategic plan, the volumes of puchases rose rapidly. A number of measures were introduced in the early nineties to streamline the acquisition process while continuing to ensure objectives:

  1. fitness for purpose,
  2. value for money,
  3. compatibility and
  4. compliance with software copyright.

Steamlining Measures

The first measure was to adopt a set of pre-purchased items that can be transferred internally from the university's buying arm (University of Melbourne Computer Supplies or CS [HREF 3]) to customer departments. This is termed the Fast Track list [HREF 4] [HREF 5]. Value for money is achieved by bulk purchases. No prior CPAG approval is required for these items which include software, memory, network cards and peripherals. Objective 1 is compromised marginally to achieve streamlining.

In the case of computer systems, a minimum configuration is set and standard models pre-purchased from a Supply Panel. Supply Panel membership is achieved only after a rigorous assessment process that includes appraisal of:

  1. financial viability of the vendor/manufacturer/assembler,
  2. technical quality,
  3. network compatibility,
  4. warranty and service record,
  5. references from other sites with a large installed base,
  6. manufacturing or assembly plants,
  7. supply channel and
  8. pricing.

The Supply Panel typically comprises three members who bid for periodic bulk purchases at the time of re-stocking. Membership is reviewed annually. Details of the minimum computer system configurations [HREF 6] and Supply Panel List [HREF 7] are published on the Web . Supply Panel purchases do not require prior approval. Instead, the heads of budgetary units sign over from CPAG an assurance to comply with software copyright. The computer market is volatile and occasionally, departments find computers that are better value for money outside the panel. CPAG approves such purchases provided they meet the above requirements. This leakage is an instrument for keeping Supply Panel members close to the market.

The Fast Track and Panel Supply lists are reviewed and altered weekly to reflect market shifts. Initially, these lists were disseminated in print, then on a fileserver and now on the Web.

Because of the importance of compliance with software copyright all purchases are audited monthly using the CPAG Database [HREF 8]. Where the ratio of software applications to computer systems for a budgetary unit drops below the minimum value of 2.5 preferred by the Business Software Association of Australia, action is taken. Taken to its extreme, this can, and has, included the removal of signing rights from individuals to protect the university from prosecution.

Application of the Web

The University of Melbourne has a Campus Wide Information System (CWIS [HREF 9]) set up by a team in the Information Technology Services lead by Miri Goldenfarb (see [HREF 10] [HREF 11] [HREF 12] and [HREF 13]). The CWIS serves a number of purposes including provision of:

  1. external, promotional information,
  2. information for students and staff,
  3. teaching and learning materials, and
  4. internal administrative functions (e.g. IT Acquisition).

The CPAG Web pages help to overcome the difficulty of disseminating information on fileservers to multiple client platforms (e.g. Apple, DOS, Windows, OS-2, UNIX, VMS etc.). Previously one copy would have to be made available on a separate file server for each platform.

Another advantage of using the Web is that it allows the heirarchical arrangement of links under which items can be classified. As well, links to advice about the compatibility of components can also be provided [HREF 14].

Forms for Supply Panel [HREF 15] or other purchases requiring prior CPAG approval [HREF 16] are available on the CWIS. Details of each item, including its price can be copied and pasted from the CS Price List [HREF 14]. The Supply Panel form must be printed and signed while the CPAG form may be submitted on the Web.

Evaluation

The CPAG Web pages were introduced in the last quarter of 1995. Within the first week of the Web pages being available, people started accessing them for information and submissions were made using the forms feature. Subsequent usage has been evaluated in three ways. First, access to the CPAG pages is being logged on a monthly basis. Second, a record of form submissions is being kept on a monthly basis. Third, Feedback from users has been sought on a casual basis and this is being compiled to make future enhancements. The data presented here are preliminary and do not allow a full analysis to be made.

Access to CPAG Information

The pattern so far reflects initial interest during November, followed by the usual Summer Break effect that has been observed with other networks such as LandcareNET (Rimmington et al. 1994) [HREF 17]. We expect usage to exhibit temporary peaks as we introduce new information.

CPAG Form Submissions

The rate of forms submission has increased steadily with a small dip in January. If it levels off at the March rate of 30-35 forms, then it will account for approximately one quarter of the volume of submissions. The remaining breakdown at present is roughly 25% by facsimile, 25% received by electronic mail and 25% on paper. The latter occurs for large items ($100,000+) with detailed competitive quotes that require Tender Board approval.

University staff have still to recognize and take advantage of Web submission. It has two features that make it superior. The first is that it is a one-step process, not requiring the completion of a form on a wordprocessing package followed by Emailing as an enclosure. The second is that it is integrated with provision of pricing information which allows copying and pasting while using the Web.

User Feedback

Feedback we have received from those staff who have used the Web pages has been positive. They especially appreciate the information being updated on a weekly basis with major updates being advertised on a listserver for Faculty IT experts. Among the suggestions users have made are:

  1. automated feedback on the completeness of forms,
  2. automated approval using an expert system,
  3. suggestion box system and
  4. forms-based access to the CPAG Database.

The first suggestion would circumvent delays due to a submission lacking critical information such as the purpose of a piece of hardware. A rule-based expert system has already been developed that can deal with simple proposals while ensuring compliance with the four objectives listed earlier. This can be integrated into the CPAG Web pages. The suggestion box feature is important for allowing staff to give CPAG feedback.

Finally, staff are often interested in accessing the CPAG Database when considering the purchase of specialised items or items for which the market is particularly volatile. For example, somebody considering the purchase of a flatbed scanner is well advised to confer with recent purchasers for quality and price of different brands and models. The process of entry into the database has been facilitated by Web submissions being in the required format.

The generally positive feedback is consistent with views expressed about the introduction of electronic mail and online price lists in a survey of CPAG's operations that was conducted in mid-1994. Most staff are well versed in the application of IT and are seeking more ways to use it to advantage.

Conclusions

Co-ordination and filtering of IT acquisition at the University level is at odds with individual academic freedom, but allows significant advantages (fitness for purpose, value for money, compatibility and compliance with software copyright) and facilitates the implementation of IT strategic plans. Here, the Web has been used to ease the pain of bureaucratic intervention in the IT acquisition process. The CPAG Web pages enhance dissemination of key information and facilitate preparation and submission of proposals to purchase IT items.

Adoption of this system, as evidenced by the level of access and rate of forms submissions, has been rapid. Forms submission rates are equal to, but do not exceed, that for Email. Advantages over the latter have not yet been realized. Feedback from users has been positive and suggestions for improvements have been made that reflect a desire to take further advantage of the technology.

References

Rimmington, G.M., Hoare, J.E. and Hawkins, H.S. (1994). LandcareNET - An electronic network for nature conservation. Proc. Networks in Nature Conservation Conf., Geraldton WA, May. pp. 1-8.

Hypertext References

HREF 1
http://www.its.unimelb.edu.au:801/cpag/cpag.info.html - CPAG Home Page.
HREF 2
http://www.its.unimelb.edu.au:801/cpag/mac/InfoKit.html - CPAG Information Kit.
HREF 3
http://hermes.its.unimelb.edu.au/~U0262613/UMCS_ONLINE.html - Computer Supplies Home Page.
HREF 4
http://www.its.unimelb.edu.au:801/cpag/mac/InfoKit.html#RTFToC9 - Fast Track Information.
HREF 5
http://www.its.unimelb.edu.au:801/cpag/mac/FTL_ToC.html - Fast Track List
HREF 6
http://www.its.unimelb.edu.au:801/cpag/mac/InfoKit.html#RTFToC8 - Supply Panel Information.
HREF 7
http://www.its.unimelb.edu.au:801/cpag/mac/PSL.html - Supply Panel List.
HREF 8
http://www.its.unimelb.edu.au:801/cpag/mac/InfoKit.html#RTFToC17 - CPAG Database..
HREF 9
http://www.unimelb.edu.au/ - The University of Melbourne CWIS.
HREF 10
http://www.scu.edu.au/ausweb95/papers/education4/goldenfarb/ - Goldenfarb AusWeb95.
HREF 11
http://www.scu.edu.au/ausweb95/papers/hypertext/gleeson/ - Gleeson et al. AusWeb95.
HREF 12
http://www.scu.edu.au/ausweb95/papers/indexing/morton/ - Morton et al. AusWeb95.
HREF 13
http://www.scu.edu.au/ausweb95/papers/indexing/ocallaghan/ - O'Callaghan et al. AusWeb95.
HREF 14
http://hermes/~u0262613/UMCS_Online.html - Computer Supplies Prices.
HREF 15
http://www.its.unimelb.edu.au:801/cpag/mac/PSF.html - Supply Panel Form.
HREF 16
http://www.its.unimelb.edu.au:801/cpag/mac/CPAGF.html - CPAG Prior Approval Form.
HREF 17
http://www.agfor.unimelb.edu.au/LCweb/LCweb.html - LandcareWeb.

Copyright

© Southern Cross University, 1995. Permission is hereby granted to use this document for personal use and in courses of instruction at educational institutions provided that the article is used in full and this copyright statement is reproduced. Permission is also given to mirror this document on WorldWideWeb servers. Any other usage is expressly prohibited without the express permission of Southern Cross University.

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AusWeb95 The First Australian WorldWideWeb Conference