Leveraging the acquisition power of UNC for technology tools

New name, broader mission

The Division of Information Resources recognized the expanding scope of Collaborative IT Procurement in containing costs by changing the unit's name to Coordinated Technology Management. In the role formerly played by CITP, CTM will continue to identify common IT products and services used by UNC campuses, negotiate group acquisitions and coordinate system-wide contracts.

In addition, CTM will facilitate cost savings for the University by:

• identifying baseline networking standards

• establishing standards for repair and replacement of network electronics

• identifying emerging common technology platforms

• documenting campus specific IT architectures

• cataloging best practices

• providing inventory and asset management

Bottom line savings

By banding together, UNC campuses realize savings, increase buying power and create opportunities for strategic vendor alliances.

Savings Generated by Coordinated Technology Management

Examples of 2001-2002 contracts:

• An agreement with SCT will save $14 million as campuses migrate to the Banner (ERP) systems. Negotiations included a reduced cost for service hours from $220 per hour to $160 per hour.

• An agreement for computer hardware with Dell, IBM and Compaq enables campuses to lease, rather than purchase, new computers. The agreement gives campuses more flexibility in planning expenditures and removes the burden of negotiating individual terms and conditions for leasing arrangements. The agreement will save UNC institutions time and money and significantly streamline the process for getting up-to-date equipment at the fingertips of faculty, staff and students.

• An agreement with Symantec is saving $400,000 for the 11 campuses that use the company's Norton AntiVirus software. As a result of the agreement, license renewal for the software will cost only 55 cents per machine, as opposed to the $6 to $11 dollars per machine paid by some users. As an added bonus, the agreement provides a duplicate license that will cover installation of the product on home office equipment of faculty and staff. Some campuses also purchased the license for student use.

• An agreement with Novell will save five campuses 42 percent on networking software, a discount that equals $140,000 in savings annually. Before the new agreement, campuses received discounts of only 23 to 38 percent.

• An agreement with Cisco for a 30 percent discount on one-year maintenance agreements will save an estimated $180,000. Campuses can also choose a two to three-year agreement for a 35 percent discount. Previous discounts were as low as 12 percent.

Building an inventory

To help reduce administrative costs, Coordinated Technology Management continues to build a central inventory of licenses and networking equipment in use on UNC campuses and in the Office of the President. CTM completed the inventory of antivirus licenses, a project that helped the University capture savings when negotiating a new contract with Symantec for Norton antivirus software. Inventories of e-Learning platforms yielded valuable information on costs and renewal dates for WebCT and Blackboard licenses. Completed inventories will be stored in an online database accessible to campus representatives for updating.

As a result of the inventory project, all contracts negotiated by CTM for license renewal or maintenance plans now have a July 1 renewal date, a change that will reduce administrative costs on UNC campuses and for the Office of the President.

CTM also worked with campus disability coordinators and legal affairs and IT representatives to create a template that campuses can use as they develop web accessibility policies.

Online access to contracts

A new website now provides quick access to authorized users of all active, UNC-wide contracts negotiated by Coordinated Technology Management. The site offers brief descriptions of each contract, as well as the complete master agreements. Request a password from Tom Warner, twarner@northcarolina.edu.

On the horizon

• Conducting surveys of hardware and software to expand the CTM online inventory.

• Refining standard terms and conditions for IT contracts.

• Supporting security needs by collaborating on hardware and software purchases and best practices for installation and maintenance.

• Identifying software to ensure compliance with the federal mandate for reporting information on foreign students via the Student Exchange and Visitor Information System.