Buying hardware

The ideal way to create an ICT budget is to start with what you want to do, identify the software you need and get the hardware that will comfortably run the software.Then add in any extras such as printers, digital cameras and a budget for training, support and insurance.

In reality, ICT budgeting becomes a series of compromises.You’ll often have existing hardware and software, and restricted funds.You may not be able to afford all the software you want or the number or quality of computers.

Despite the advantage of trying to standardise, most VCOs will buy their computers one or two at a time, and end up with a range of different models. This should not be a problem, because most PCs are very standard and will work in the same way, but it is important to think about maintenance, repairs and reliability – as well as savings made when buying supplies such as ink.

Although PCs will go on working for many years, they will often be overtaken by software upgrades and your own rising expectations of how your computers should perform.A good basis is to work on the basis of a four- or five-year lifespan for your hardware.

In a larger organisation this means budgeting to replace about one-quarter of existing equipment each year, in addition to any new computers you might buy for new members of staff or for new projects. SmallerVCOs will probably work on a more ad hoc basis, with funds set aside for replacement when needed.

Keep your records up to date

It is important to keep a detailed record of each machine, including the manuals, and details of the components such as hard disks, network cards and CD drives that came with it. This information could be vital if the machine breaks down or needs upgrading.You will usually find the most detailed description of your equipment on the invoice or specification you received from the supplier at the time of purchase.

You should also record serial numbers of all hardware and software and keep them in a safe place off-site, in case of theft or fire.

Where to buy new equipment

Anyone who only buys ICT equipment every year or so can be left bemused by just how fast the price and specifications of ICT equipment can change. Given the fierce competition for your business and the seemingly endless range of choices it is also easy to get caught up in an endless round of checking specifications, comparing prices and waiting for a specific feature to fall into your price range.

For most of us our needs are generally standard, so the best answer is usually the one which fits your budget, is delivered on time, installed quickly and runs without a hitch from the moment you turn it on. It may not be the cheapest but it will cause the least hassle.

Anyone who supplies computers, printers, laptops or other equipment should be more than happy to talk through your requirements and suggest the best solution.The best place is somewhere you feel is reliable, and you can return to for further help and advice once you’ve made your purchase.

Personal recommendations are the best source of reliable suppliers, but the ICT Hub directory of suppliers lists businesses that supply hardware, including some not-for-profit organisations.

Shops such as PC World and Dixons have long dominated the high street, and can offer a real bargain when they’re clearing out old stock.They may be good for one computer at a time but specialist suppliers will probably be better placed to help if you want a quote for a full range of equipment, including a price for installation and ongoing support.

Whoever you use, be sure to ask about warranties and their policy regarding returns. Faulty goods are covered by standard consumer legislation, but because shops and other ICT suppliers operate with low margins, some insist that you deal directly with the manufacturers if you have to return a faulty piece of equipment.This can be annoying and timeconsuming, so before you buy, ask what the position will be if things go wrong.

Weblinks:Bust that jargon

Don’t know what RAM you need? Not sure what a CPU is? Can’t tell yourADSL from your elbow?There are few times where jargon is more of a barrier than when trying to buy a computer, but there are some excellent resources to help explain things in plain English (or other languages):

• The glossary at the end of this guide explains many of the most common terms.
• The ICT Hub Knowledgebase has a comprehensive A-Z Glossary and a buyer’s guide
• wikipedia is an excellent online encyclopaedia that provides excellent descriptions on a wide range of topics.
• Use Google or a similar search engine to look for useful websites, including sites such as Amazon, which include user reviews of similar products.