Division of Information Technology
Policy Document No:
Guidelines for the
Procurement of and
Provisioning of VoiP
Telephones and
Associated Peripherals.
Version
1.3
TRIM file number
Short description
DIT Guidelines for Procurement of and
Provisioning of VoiP Telephones and associated
peripherals.
Relevant to
All staff of CSU
Approved by
Executive Director,
Division of Information Technology
Responsible officer
Executive Director, Information Technology
Responsible office
Office of Executive Director of Information
Technology
Date introduced
Sept 2012
Date(s) modified
1 Sept 2012
3 Sept 2012
6 Sept 2012
Next scheduled
1 Sept 2013
Review date
Related legislation
Key words
Telephone, Charges
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Division of Information Technology
Policy Document No:
1) Introduction
The objective of this document is to provide guidelines for staff wishing to
purchase VoiP telephone and associated peripherals for use within CSU. It is
intended to indicate where costs will be applied to specific equipment.
2) Scope
The University requires that all purchases of telephony equipment be
approved by the Executive Director of IT or their nominee.
This document outlines the key concepts proposed for the University in
relation to the purchase of telephony and associated peripheral equipment.
The document is aimed at providing senior management of the Division of
Information Technology as well as other managers and senior academic staff
with advice to assist them in understanding the requirements and processes
involved for the purchase of telephony equipment.
These guidelines apply to all staff.
3) Timing
Effective from 1 Sept 2012
4) Responsibilities
The Division of Information Technology must approve any Telephony related
purchase. Specifically, these devices include;




Standard VoiP handsets
Enhanced VoiP handsets
Associated Headsets
Handsfree handsets
5) Method / Costs
a) Inventory
i) The Computer Shop is responsible for the purchasing of approved
telephony equipment direct from suppliers.
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Division of Information Technology
Policy Document No:
ii) Payments for the supplied equipment will be from Computer Shop
Funds (A108 6361).
iii) Telephony equipment will be included in the Trading Stock of the
Computer Shop.
iv) The standard recovery rate for telephony equipment (for inventory)
will be cost inclusive of freight plus ten percent for Computer Shop
costs.
v) Written-Off and/or obsolete stock will be charged at cost to the
Communications Fund (A108 6361)
b) New Connection – Standard Handset
i) The Computer Shop will supply a standard VoiP handset for a new
staff connection at no charge to the customer.
ii) The Communication Fund (A108 6361) will be charged the standard
recovery rate after the supply and/or install via the Computer Shop
recovery process.
c) New Connection – Enhanced Handset
i) The Computer Shop will supply an Enhanced VoiP handset for a new
staff connection at a cost of the difference between an Enhanced and
a Standard handset.
ii) The recovery from the customer will be after the supply and/or install
via the Computer Shop recovery process.
iii) The Communication Fund (A108 6361) will be charged the balance of
the standard recovery rate after the supply and/or install via the
Computer Shop recovery process.
d) Peripheral equipment (Handsfree Phones, Headsets)
i) The customer will be charged the standard recovery rate after the
supply and/or install via the Computer Shop recovery process.
e) Supply to Projects/Residences/DFM (new / refurbished facilities)
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Division of Information Technology
Policy Document No:
i) The customer will be charged the standard recovery rate after the
supply and/or install via the Computer Shop recovery process.
f) Replacement of Missing or Damaged Handset
i) Replacement of a missing or damaged handset will be responsibility of
Service Delivery and the handset to come from the hot-swap phones
kept by Service Delivery.
ii) The customer will be charged the standard recovery rate after the
supply via the Computer Shop recovery process and the replacement
handset forwarded to Service Delivery to replace it in the hot-swap
pool.
g) Warranty Replacements
i) Replacement of a faulty handset will be responsibility of Service
Delivery and the handset to come from the hot-swap phones kept by
Service Delivery.
ii) The replacement or repaired handset is to be returned to Service
Delivery to replace the hot-swap pool.
6) Author History
Date
Author
29/8/2012 Brian
Roberson
31/8/2012 Neil
Russell
3/9/2012 Gaye
Smith
6/9/2012 Brian
Roberson
Version
Description
1.0
No.
Pages
4
1.1
4
1.2
4
Update to reflect standard
Computer Shop processes.
Confirmed with minor edits.
1.3
4
Minor edits
Page 4 of 4
Initial Draft