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August 18, 2009

Business Managers and Department Administrators:

University IT brought together a group of administrators and users to develop recommendations to help control IT costs given the current operating budget reduction proposals.  Several of the cost containment strategies are specific to mobile/cellular services.

We have begun implementing a series of changes to our corporate program to reduce these costs.

First step (Completed): Effective April 2nd, downloading capabilities for music, ring tones and wall paper on cellular devices were disabled.  If a user requires these capabilities in their role at the University, please contact the IT Center.

Second step (Completed): Effective April 2nd, new orders for cellular phones and PDAs will not include texting unless it is indicated on the service request (ITSR form).  Users requiring a text message plan must be approved by the Department Administrator or department head.

Third step (Completed): April 3, 2009 – University IT mailed a cellular audit and verification proof to departments reporting all mobile services in your department (cell phones, PDAs, Blackberries, and broadband access cards) and the associated plan and cost.  Use this opportunity to verify that the devices billed to your department are current and accurate.  The audit detail reflects the cellular costs in the University’s billing system as of March 31, 2009.  It is important that you approve individual text plans for users and return this information to us no later than April 15, 2009.  Detailed audit instructions are on the reverse side of this document.    

Fourth step (Effective May 1, 2009): We will disable texting on all devices that have not been confirmed as needing a text message plan.  Many business processes use texting, and if we do not have a signed audit authorization form, the texting will be disabled.

Fifth step (Effective May 1, 2009): Another step we are taking to help reduce cellular costs is limiting the number of cellular device options to choose from, based on cost for departmentally paid devices.  Choices for voice-only devices will be limited to $99 or less and choices for voice/data devices will be limited to $149 or less.  Equipment purchases above $149 can be made as an exception with department approval.  We encourage users to keep their devices for a minimum of 24-36 months to avoid early upgrade fees.  On the following page are the current options from our cellular vendors for voice and data devices that fit these criteria.

If you have any questions regarding this information, please contact University IT at 275-2000 or email UnivITHelp@Rochester.edu.  Thank you.

University of Rochester Cellular Equipment Pricing as of August 2009 (subject to vendor changes):

ATT:

VERIZON: