UPDATE: Apple and Dell Hardware Standards and Recommendations

In July 2024, the Office of Procurement and Payment Services announced the new Apple and Dell Hardware Standards and Recommendations.

As replacements are made this year, please remember the standardization options for campus.

Background:

In April 2022, UT launched an IT Procurement Overview to improve hardware standardization, aiming for benefits like faster delivery, better pricing, and streamlined services.

Working Group: The ITLC Procurement Working Group, in partnership with UT Procurement, analyzed campus-wide IT hardware spending and warranty usage.

Key Findings:

Hardware specs were similar across campus but varied by manufacturer and class.
Apple warranty usage was highest in the first year.
Dell warranty usage peaked between the second and third years.
Purchase Apple and Dell standards via a purchase order in UT Market.
Aim for 85% adoption of standard configurations for better pricing.
Default Apple purchases to a 1-year warranty, with optional AppleCare.
Default Dell purchases to a 3-year warranty, with optional additional coverage.
Promote consistent repair vs. replace decisions and adjust budgets for self-warranty.

Recommendations:

Purchase Apple and Dell standards via a purchase order in UT Market.
Aim for 85% adoption of standard configurations for better pricing.
Default Apple purchases to a 1-year warranty, with optional AppleCare.
Default Dell purchases to a 3-year warranty, with optional additional coverage.
Promote consistent repair vs. replace decisions and adjust budgets for self-warranty.

Benefits:

Faster Delivery Times: Standardized hardware can be delivered more quickly since suppliers can streamline their inventory and logistics processes.
Improved Purchasing Interfaces: Simplified purchasing processes make it easier for departments to order the right equipment without confusion.
Streamlined Deployment Services: Standardized hardware allows IT teams to deploy devices more efficiently, reducing setup time and ensuring consistency across campus.
Better Pricing: Bulk purchasing agreements and standardized configurations can lead to significant cost savings.
Quality Access: Ensures all departments have access to high-quality hardware, regardless of their budget.
Simplified Warranty Management: Standard warranties and support options make it easier to manage and predict maintenance costs.
Consistent Repair vs. Replace Decisions: Helps departments develop clear guidelines for when to repair or replace devices, optimizing budget use.

These benefits collectively contribute to a more efficient, cost-effective, and reliable IT infrastructure.

Purchasing Process:

Access UT Market: Departments should access the UT Market via UT Direct, which is the designated platform for purchasing hardware. For help using UT Market, please refer to the training documents: FRMS: UT Market Help.
Select Standard Configurations: Choose from the standardized configurations for Apple and Dell devices. These configurations are designed to meet most campus needs and come with bulk pricing benefits.
Customization: If the standard configurations don't meet specific needs, departments can customize their orders within UT Market. This flexibility ensures that unique requirements are addressed.
Warranty Options: For Apple devices, the default warranty is 1 year, with the option to purchase AppleCare at checkout or within 60 days. For Dell devices, the default warranty is 3 years, with additional ProSupport Plus coverage available.
Place Order: Complete the purchase through UT Market. The streamlined interface makes it easy to finalize orders.
Delivery and Deployment: Once the order is placed, the hardware will be delivered and deployed according to the standardized processes, ensuring quick and efficient setup. Delivery times for hardware purchased through UT Market can vary based on several factors, including the supplier and the specific items ordered. Generally, standardized configurations benefit from faster delivery due to streamlined processes. For more precise information, it's best to check directly with UT Procurement or the vendor, as they can provide the most accurate delivery estimates based on current logistics and inventory.

By following these steps, departments can benefit from improved pricing, faster delivery, and consistent quality.

If you have any specific questions about the process, feel free to ask! Contact Category Manager, Marilyn Vega at marilyn.vega@austin.utexas.edu or UT Market staff at purchasing-utmarket@austin.utexas.edu.

April 9, 2025

UPDATE: Apple and Dell Hardware Standards and Recommendations

In July 2024, the Office of Procurement and Payment Services announced the new Apple and Dell Hardware Standards and Recommendations.

As replacements are made this year, please remember the standardization options for campus.

Background:

In April 2022, UT launched an IT Procurement Overview to improve hardware standardization, aiming for benefits like faster delivery, better pricing, and streamlined services.

Working Group: The ITLC Procurement Working Group, in partnership with UT Procurement, analyzed campus-wide IT hardware spending and warranty usage.

Key Findings:

Hardware specs were similar across campus but varied by manufacturer and class.

Apple warranty usage was highest in the first year.

Dell warranty usage peaked between the second and third years.

Purchase Apple and Dell standards via a purchase order in UT Market.

Aim for 85% adoption of standard configurations for better pricing.

Default Apple purchases to a 1-year warranty, with optional AppleCare.

Default Dell purchases to a 3-year warranty, with optional additional coverage.

Promote consistent repair vs. replace decisions and adjust budgets for self-warranty.

Recommendations:

Purchase Apple and Dell standards via a purchase order in UT Market.

Aim for 85% adoption of standard configurations for better pricing.

Default Apple purchases to a 1-year warranty, with optional AppleCare.

Default Dell purchases to a 3-year warranty, with optional additional coverage.

Promote consistent repair vs. replace decisions and adjust budgets for self-warranty.

Benefits:

Faster Delivery Times: Standardized hardware can be delivered more quickly since suppliers can streamline their inventory and logistics processes.

Improved Purchasing Interfaces: Simplified purchasing processes make it easier for departments to order the right equipment without confusion.

Streamlined Deployment Services: Standardized hardware allows IT teams to deploy devices more efficiently, reducing setup time and ensuring consistency across campus.

Better Pricing: Bulk purchasing agreements and standardized configurations can lead to significant cost savings.

Quality Access: Ensures all departments have access to high-quality hardware, regardless of their budget.

Simplified Warranty Management: Standard warranties and support options make it easier to manage and predict maintenance costs.

Consistent Repair vs. Replace Decisions: Helps departments develop clear guidelines for when to repair or replace devices, optimizing budget use.

These benefits collectively contribute to a more efficient, cost-effective, and reliable IT infrastructure.

Purchasing Process:

Access UT Market: Departments should access the UT Market via UT Direct, which is the designated platform for purchasing hardware. For help using UT Market, please refer to the training documents: FRMS: UT Market Help.

Select Standard Configurations: Choose from the standardized configurations for Apple and Dell devices. These configurations are designed to meet most campus needs and come with bulk pricing benefits.

Customization: If the standard configurations don't meet specific needs, departments can customize their orders within UT Market. This flexibility ensures that unique requirements are addressed.

Warranty Options: For Apple devices, the default warranty is 1 year, with the option to purchase AppleCare at checkout or within 60 days. For Dell devices, the default warranty is 3 years, with additional ProSupport Plus coverage available.

Place Order: Complete the purchase through UT Market. The streamlined interface makes it easy to finalize orders.

By following these steps, departments can benefit from improved pricing, faster delivery, and consistent quality.

If you have any specific questions about the process, feel free to ask! Contact Category Manager, Marilyn Vega at marilyn.vega@austin.utexas.edu or UT Market staff at purchasing-utmarket@austin.utexas.edu.