Replacement Cycle Principles and Strategy 2013 - 2014
The Replacement Cycle strives to provide the
right tool to the right person at the right time while using our
limited resources efficiently. This has been accomplished by:
- Securing ongoing funds to replace computers
- Replacing systems systematically and proactively across campus
- Replacing faculty/staff computers on a four year cycle
- Minimizing impact to faculty/staff during the entire
- Allocation will be based on retiring the oldest equipment
across campus (which generally is most problematic) regardless of
- Departments will be given the opportunity to replace any
computer that is over 44 months of age at the start of the
- The number of devices allocated will be based on computers
greater than 44 months of age that each college/division has in
- Trickle down allocation remains at 10% (this is the standard
rate prior to budget cut in 2009/10)
- IT will provide consultation to the coordinators and divisional
leaders to help them decide on which computers to replace or
- Two year-old lab computers may be distributed throughout all
divisions for general use (i.e., student worker) stations when
- The Replacement Cycle will be deployed in phases:
- Phase 1 (May - August)
- Phase 2 (Oct - May)
- The order of replacements will be put on the deployment
calendar based on how quickly the departments and colleges finish
the inventory verification and order process, and will be selected
on a first-ready, first-served basis.
- IT will work to accommodate individual department/division's
- Departmental printers are not covered by the Replacement Cycle;
the majority of these are covered by the PrintSmart program.
Departments need to replace any others (non-networked or personal
printers) on a regular schedule via their budget.
- IT will provide a limited number of new 20" monitors during the
Replacement Cycle process. The amount provided to each
department will be based on the number of devices being
replaced. A limited number of replaced 17" monitors will be
reallocated by request for dual monitor setups as inventory allows.
However, if a client experiences problems with their monitor at any
time throughout the year, IT will replace it immediately.
- All secondary monitors for a dual setup requested outside of
the Replacement Cycle allocations will require the department to
incur a fee.
- Replacement cycle program funds will replace all eligible PC
computers with either a desktop or a BUanywhere (Virtual
Desktop)/Zero Client. If the department wishes to upgrade a PC
device from desktop to laptop, such can be arranged but additional
costs are borne by the department. Additionally, units will be
tagged in our database such that when a PC laptop needs to be
replaced again (approx. 4 years), it will only be eligible for a
desktop model or BUanywhere (Virtual Desktop)/Zero Client, and the
additional funds for a PC laptop, if so desired, will be borne by
the department. There are a handful of laptop devices that were
grandfathered into the process as they were originally laptops when
the Replacement Cycle began in Feb 2004. These devices will be
replaced with laptops at NO additional charge to the
- Replacement cycle program funds will replace all Mac computers
with a Mac mini desktop device. If the department wishes to upgrade
to an iMac desktop or a Mac laptop, such can be arranged but
additional costs are borne by the department. For faculty/staff
that use their computer for web browsing, email, word processing,
the Office suite, or other administrative tasks, the Mac mini is
the recommended desktop solution. For faculty/staff that work with
multimedia (Adobe Creative Suite, Final Cut, Pro Tools, etc.) or
other specialized software, the iMac is the recommended desktop
solution at a $100 cost to the department. Faculty/staff who do not
work with multimedia or other specialized software may choose an
iMac as their replacement device at a $300 cost to the department.
Additionally, units will be tagged in our database such that when a
Mac desktop or Mac laptop needs to be replaced again (approx. 4
years), it will only be eligible for a Mac mini desktop, and the
additional funds for an iMac desktop or a Mac laptop, if so
desired, will be borne by the department.
- If a unit fails during the year and is greater than 4 years
old, it will be replaced at time of failure (vs. repaired) and
considered part of divisional allocation.
- All units replaced will return to IT for reuse or disposal.
Requests to retain 4-year old units as additional stations are
strongly discouraged. Exceptions a) must have a written and clear
business case involving expansion of programs (two computers for
convenience of one person will not qualify), b) require approval of
IT, c) require a payment of $250 hub/software fee by department, d)
will be marked as not eligible for future replacement cycle or
repair at university expense, e) understanding units will likely be
removed from service during the next replacement cycle due to
ongoing software support.