Information Technology

Replacement Cycle Principles and Strategy 2014 - 2015

Principles

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 vs one-at-a-time
  • Replacing faculty/staff computers on a four year cycle
  • Minimizing impact to faculty/staff during the entire process

Strategy

  1. Allocation will be based on retiring the oldest equipment across campus (which generally is most problematic) regardless of college/division.
  2. Departments will be given the opportunity to replace any computer that is over 44 months of age at the start of the cycle.
    1. The number of devices allocated will be based on computers greater than 44 months of age that each college/division has in their inventory
    2. Trickle down allocation remains at 10% (this is the standard rate prior to budget cut in 2009/10)
    3. IT will provide consultation to the coordinators and divisional leaders to help them decide on which computers to replace or trickle down
  3. Two year-old lab computers may be distributed throughout all divisions for general use (i.e., student worker) stations when available.
  4. Zero clients accessing Work from Anywhere may be distributed throughout all divisions for general use stations when available and appropriate.
  5. The Replacement Cycle will be deployed in phases:
    1. Phase 1 (May - August)
      • Labs/Classrooms
    2. Phase 2 (Oct - May)
      • Faculty/Staff
  6. 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.
  7. IT will work to accommodate individual department/division's schedules.

"Fine Print"

  1. 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.
  2. IT will provide a limited number of new standard 20" monitors during the Replacement Cycle process. The amount provided to each department will be based on the number of devices being replaced. However, if a client experiences problems with their monitor at any time throughout the year, IT will replace it immediately with the current standard monitor.
  3. All secondary monitors for a dual setup will require the department to incur a fee.
  4. 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 department.
  5. 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.
  6. 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.
  7. 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.