LOS ANGELES UNIFIED SCHOOL DISTRICT Reference Guide

Transcription

1 TITLE: NUMBER: ISSUER: Purchase of Software Products under LAUSD s Enterprise License Agreements (ELA) Ronald S. Chandler, Chief Information Officer George Silva, Chief Procurement Officer ROUTING All Employees All Locations DATE: PURPOSE: MAJOR CHANGES: The purpose of this is to provide schools and offices with ordering procedures related to Microsoft and Adobe software suites. This reference guide replaces Procurement Advisory PSG dated September 2012 and REF This is an update to REF to reflect the new fee increases. Effective August 12, 2014, Microsoft software upgrades were increased from $20 to $40 and the LAUSD Software Bundle fee increased from $65 to $85. INSTRUCTIONS: I. Background The District entered into Enterprise License Agreements (ELAs) with Microsoft and Adobe, allowing schools and offices to purchase the latest District-approved Microsoft and Adobe software at discounted prices. The software is subscriptionbased and is contingent upon an active ELA. The software available for purchase are as follows: A. Microsoft Software 1. Office for PC 1 - $ Windows Professional Operating System for PC/MAC - $ Office for MAC 2 - $40.00 B. Adobe Software Page 1 of 5

2 1. Acrobat Professional - $ Captivate - $ Creative Suite Design & Web Premium 3 - $ Photoshop Elements - $ Presenter - $20.00 Note: Prices are subject to change. For the latest available versions and prices, please visit and 1 Includes Access, Excel, One Note, Outlook, PowerPoint, Publisher, and Word 2 Includes Excel, Outlook, PowerPoint, and Word 3 Includes Acrobat Professional, Photoshop Extended, Illustrator, InDesign, Flash Professional, Fireworks, Bridge, and Media Encoder. Available to purchase per license or per site license for $6,000. II. New Computer Equipment Orders Leveraging the ELA, all new PCs (including laptops, desktops, and netbooks) include the latest Microsoft operating system and Microsoft Office products bundled as part of the LAUSD standard specifications. New Apple computers include the equivalent Microsoft Office products. The cost of the LAUSD Software Bundle is $85.00 per computer. The requesting location should obtain a quote from Apple or Arey Jones (Dell, HP, Lenovo) under SAP master agreement numbers , , , and , respectively. Previous IFS master agreement numbers were , , , and , respectively. A. Offices All new computer equipment orders must be placed using the SAP Shopping Cart. Requesters must enter the Shopping Cart with the following fields as indicated below: 1. Business Partner (Preferred Vendor) a. Apple b. Arey Jones Product Category a. Desktops b. Laptops/Netbooks Use EA as the Unit of Measure and enter the number of computers in the Quantity field Page 2 of 5

3 B. Schools Shopping Carts entered incorrectly must be revised thus delaying the processing of your order. For those that do not have access to the new SAP Shopping Cart functionality, place your order and forward a copy of the quote to Procurement Services Shopping Cart Support Center using the LRP Interim Ordering Process. The interim system is available at Schools with access to SAP must use the Shopping Cart to place their orders. Refer to Section II.A Offices. NOTE: The cost of the LAUSD Software Bundle will not appear on the purchase order when the order is placed; however, the software bundle fee will be encumbered. The entire cost including equipment and software bundle will be applied at the time of the goods receipt. III. Software Upgrades for Existing Computer Equipment A. Microsoft Schools and offices can order Microsoft software upgrades through the District s online ELA store at Users must complete the following steps to place an order. 1. Log-in with LAUSD Single Sign-On username and password 2. Shop 3. Enter funding source 4. Submit order Fund availability will be confirmed prior to the processing of the order. Once the funding is confirmed, the (ITD) will earmark the identified funds on behalf of the user. The earmark will be cancelled once the journal voucher is complete. ITD will send via school mail a package once the order is approved. The package will include a CD copy of the software, Receipt Confirmation Letter, and authorized MS software sticker. Schools and offices are to affix the sticker(s) in a visible location on the computer(s) that receive the downloaded software to indicate copyright compliance. In addition, schools and/or offices must return the Receipt Confirmation Letter indicating receipt of the order. Page 3 of 5

4 B. Adobe IV. Restrictions Schools and offices can order Adobe software upgrades and new Adobe software through the District s online ELA store at Users must complete the following steps to place an order. 1. Log-in with LAUSD Single Sign-On username and password 2. Shop 3. Enter funding source 4. Submit order Fund availability will be confirmed prior to the processing of the order. Once the funding is confirmed, ITD will earmark the identified funds on behalf of the user. The earmark will be cancelled once the journal voucher is complete. ITD will send via school mail a package once the order is approved. The package will include a CD copy of the software and Receipt Confirmation Letter which schools and/or offices must return indicating receipt of the order. NOTE: The ordering procedures for Adobe software are not applicable to elementary schools and early education centers. Ordering procedures will not change from the current method. The use of P-Cards and Imprest Funds are prohibited to purchase Microsoft and Adobe software while the ELA is active. The only method to procure this software is through the ordering procedures specified herein. As elementary schools and early education centers are excluded from the Adobe ELA, they may procure Adobe software through the standard procurement process such as shopping cart, P-Card, and Imprest. V. Home Use Program (HUP) Under the ELA, all District employees can purchase the latest Microsoft Office suite and/or Adobe software with a valid LAUSD account for their personal computers at home. Products included in this offer are: Page 4 of 5

5 A. Office Professional Plus 2010 or Office for MAC $ B. Office Professional Plus $ C. Windows 7/8 Professional - $ D. Creative Suite 6 Design (Windows or MAC) 5 - $49.99/year For more information or to take advantage, go to or to 4 License valid as long as the employee remains active. 5 Includes Adobe Photoshop Extended, Illustrator, InDesign, Adobe Acrobat Pro, Adobe Dreamweaver, Adobe Flash Professional, Adobe Fireworks, Adobe Bridge, and Adobe Media Encoder RELATED RESOURCES: ASSISTANCE: Bulletin BUL-716.2, Compliance with the 1976 United States Copyright Law Computer Software REF , Imprest Funds Procurement Manual 5th Edition, February 2013 Base Training Center for SAP assistance For assistance or further information please [email protected]. Page 5 of 5