ADQUISICIÓN DE SOFTWARE, HARDWARE Y OBTENCIÓN DE PERMISOS Y LICENCIAS

Acquisition of Software and Hardware

Overview of Resource Management

• The discussion focuses on the acquisition of software, hardware, and obtaining necessary permissions and licenses to manage material, human, and financial resources effectively in a computing center. This is based on planning and organizing phases for optimal operation.

Acquisition of Software

• Software is defined as the digital component of computers, consisting of instructions, programs, and rules essential for functionality; it is intangible. The term was introduced by mathematician John Wilder Tukey in 1958.

Types of Software

• Operating System: A set of programs controlling computer operations and network activities.

• End-user Software: User-friendly applications like spreadsheets or word processors that facilitate user processes.

• Application Packages: These can be developed internally or sourced from vendors; they are complex systems used by users (e.g., payroll systems).

• Authorized Software: Refers to software approved by the IT department for legal use after installation verification.

Selection Criteria for Software

• Important factors include:

• Vendor Reputation: Must have global recognition and provide technical support.

• Training Services: Should offer training materials or courses.

• Documentation: Clear usage guidelines must be provided.

Cost Considerations

• Key cost factors include payment conditions, location expenses, training inclusions, and maintenance costs associated with software acquisition.

Acquisition of Hardware

• Hardware refers to all physical components of a device that can be seen or touched; it contrasts with software's intangible nature. The term originates from English words meaning "hard work."

Types of Hardware Components

• Internal Hardware: Includes parts within the computer tower such as cables and circuits.

• Peripheral Devices:

• Input devices (e.g., mouse, keyboard).

• Output devices (e.g., monitor, printer).

• Input/Output devices perform both functions (e.g., web-connected devices).

Basic vs Complementary Hardware

• Basic hardware includes essential components like motherboards and CPUs.

• Complementary hardware provides additional functionalities (e.g., printers). Selection should align with strategic system plans based on departmental studies assessing information needs.

Evaluation Process for Acquisitions

• A proposal request initiates any system acquisition based on specific user needs; objectives must be documented clearly.

Proposal Evaluation Steps

1. Conduct research to determine required hardware/software types before integration into operational systems.

Financing and Software Management in Educational Institutions

Sources of Financing

• The primary sources of financing for computing centers in public education are banking institutions through loans. However, without a designated area for software production aimed at private companies, educational institutions lack funding options.

Contract Negotiation

• Contract negotiations must encompass all operational aspects related to the hardware or software being implemented, including updates, innovations, training, and technical support. This ensures comprehensive coverage of all necessary elements during acquisition.

Hardware Selection Criteria

• When selecting hardware, three key criteria should be considered:

• Equipment must be configured according to data processing load requirements.

• It should allow for vertical growth (upgrading the same equipment) and horizontal growth (adding more equipment).

• Manufacturers need to have a global reputation for quality and offer warranties along with cutting-edge technology.

Supplier Characteristics

• Suppliers should possess specific attributes:

• Local prestige and the ability to provide maintenance support with specialized personnel.

• Adequate stock of spare parts and prompt communication capabilities.

• A broad client portfolio and timely delivery schedules are also essential factors in supplier selection.

Pricing Considerations

• Important pricing considerations include:

• Payment conditions, detailed component costs, volume discounts, and maintenance expenses.

• These factors play a crucial role in determining the overall financial feasibility of hardware acquisition.

Compliance with Software Usage Norms

• Unauthorized use or illegal acquisition of software is classified as piracy and violates copyright laws.

• Only hardware and software installed by the IT department can be utilized within the organization; this is formalized through an equipment delivery act.

Regulations on Authorized Software Use

1. Both hardware/software and data are company property; unauthorized copying or damage will incur penalties per internal regulations.

2. The IT department maintains control over installed hardware/software based on serial numbers.

3. Regular audits will check compliance regarding installed software across departments; non-compliance will lead to violations being recorded.

4. Requests for additional hardware/software must be submitted in writing to the IT department for evaluation.

5. The IT department is responsible for installing software on computers while providing relevant manuals to user departments under their supervision.

Management of Original Software Media

6. Original media containing each software package will be managed by the IT department.

7. In case reinstallation is needed, a copy of original software will be provided by the IT department.

8. Procurement processes for approved equipment will be handled by respective departments alongside physical installation adjustments.

Equipment Testing Procedures

9. Installation tests will be conducted by the IT department before officially handing over equipment via an official delivery act.

10. Once delivered, computing devices/software become part of fixed assets under departmental responsibility.

Annual Verification Process

11. The IT department keeps an updated record of computer equipment concerning serial numbers and locations to ensure proper allocation verification at least once annually.

12. Updates on purchased software occur whenever new versions are released to leverage improvements made available in programs.

Copyright Laws Overview