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Information Technology

Replacement Cycle

What is the Replacement Cycle?

The Replacement Cycle is the process by which the University replaces the computing devices of faculty, staff, labs, and classrooms across campus. Faculty and staff are replaced during the fall and spring semesters, while labs and classrooms are replaced during the summer.

IT works with Department Coordinators to facilitate the Replacement Cycle process. Learn more about the principles and strategy of the Replacement Cycle process below.

What is a Replacement Cycle Department Coordinator?

IT works with Replacement Cycle Department Coordinators to facilitate the Replacement Cycle process. These individuals represent their area and assist IT with inventory verification (confirmation of device assignments/special uses), communication with their peers regarding the RC principles/strategy and eligibility, and communication with eligible users to facilitate the actual replacement process.

Who are the Department Coordinators?

The deployment will be based on how quickly each area finishes the inventory verification process (first-ready, first-served), the devices currently available in inventory, and the deployment team's current workload.

Phase/Area Coordinators
Phase 1: June - August
Labs and Classrooms Wade Javorsky
Phase 2: October - May
Academic Affairs Andrew Myers
Advancement Gina Donahue
Athletics Alex Perry
Butler Business Consulting Group Diana Todd
BUPD Tony Rivera
Center for Academic Technology Kristen Allen
Clowes Memorial Hall Jeff Gooch
Lacy School of Business Kathleen Hood
College of Communication Mark Harris
College of Education Chris Price
College of LAS Priscilla Cobb
College of Pharmacy & H.S. Donna Charles
Enrollment Management Chris Potts
Finance Lisa Phillips
Human Resources Carmela Williams
Information Technology Julie Hoffmann
Jordan College of Arts Courtney Hardy
Libraries Brandon Signorino
Operations Margie Zentz
Student Affairs Deb Barrick
University Relations Sherry Crabtree
Health Center Julie Howerton
Recreation Kristyn Watts

Some of the Departments listed above include several areas:

Academic Affairs - Career Planning Development, CCC, Center for Faith and Vocation, CHASE, Faculty Affairs, Learning Resource Center, Pre-professional/Post-graduate, Provost Office, Registration & Records, ROTC, Student Academic Affairs, Student Disability Services

Finance - Budget/Grant Administration, Business Office, Campus Impressions, Finance Office, Purchasing Services, Student Accounts, Mail Center

Operations - Environmental Programs, Maintenance Services, Facilities, Grounds, Building Services, Operations, Housekeeping, Service Center

Student Affairs - Band, Counseling Center, Diversity Center, Greek Affairs, Fitness & Recreation, Hinkle Band Room, International Affairs, Leadership and Service, PuLSE, Student Affairs, Residence Life

 

What's new this year?

New Computing Options: Our lineup of Windows devices from HP and Microsoft remains unchanged this year, however there are several exciting new Apple options to consider. Please contact your Replacement Cycle Coordinator with questions on your eligibility for these devices.

Mac Desktop/Laptop: The Replacement Cycle will once again cover the cost of replacing a Mac device with a Mac mini desktop. Mac users eligible for replacement may choose an iMac or a Mac laptop at an additional cost to the department. The Mac mini is recommended for faculty/staff using their desktop computer for web browsing, email, word processing, the Office suite, or other administrative tasks. For faculty/staff working with multimedia (Adobe Creative Suite, Final Cut, Pro Tools, etc.) or other specialized software on their desktop, the iMac is recommended and will be available for an upcharge. 

Monitors: A new 20" HP Monitor will be deployed with all replacement PC desktop, BUanywhere, and Mac mini devices. Any other requests for monitors will be charged.

Tablet Warranty Change: Tablets are NOT covered by the Replacement Cycle, however, the $100 IT Warranty fee will be waived for all standard tablet purchases this year. IT will cover the cost of the warranty on behalf of departments. The warranty coverage remains the same; repairs are covered for two years from the date of purchase.

General Use Devices: General use devices or computers accessed by multiple people for routine administrative work or web browsing will be replaced as appropriate with a zero client accessing a virtual Work from Anywhere desktop.

Demo Devices: Demonstration devices are no longer available for walk-in viewing at the IT Help Desk. If you wish to consult with IT on a particular device or are unsure which device would best suit your needs, please submit an IT Request (http://ask.butler.edu) and an IT staff member will contact you for an individual appointment.

Which devices may I choose from?

View the University Owned Devices page to see which devices are available as part of the Replacement Cycle.

Do new devices include a CD/DVD drive?

None of the Butler standard laptops/desktops have a built-in CD/DVD drive. If you have need to use a CD/DVD drive frequently with your new computer, you may order an external CD/DVD drive through the online ordering tool when you make your replacement device selection.

Those who use a CD/DVD drive infrequently can always contact the Help Desk and request to borrow one for short-term use.

Do new devices include internal storage?

The amount of internal storage offered with new computers is shrinking due to improved technology (SATA to SSD) and the availability of shared or online storage (BUfiles and Google Drive). The previous 500GB and 320GB storage standards are becoming less common than 128GB and 256GB SSD storage.

  • The need for internal storage should be minimal for most Butler faculty and staff - BUfiles and Google Drive should be everyone's primary methods of storing files.
  • External hard drives will be available to purchase for those users affected by having less internal storage in their replacement device.

What happens to the old computers returned from the Replacement Cycle?

All computers that are retired from Butler University’s inventory have their hard drives sent to a third-party company specializing in their secure physical destruction. The computers and other equipment are then sold to Christy’s of Indiana Auction House. If you wish to purchase any of this equipment, please contact Christy’s.

Christy's of Indiana
6851 S. Madison
(317) 784-0000

Why doesn't IT allow me to purchase old devices?

At this point in time, to take a device and prepare it to be used by a private party takes effort and would not make financial sense to the university. Our process is not uncommon among other universities and large companies. IT will reassess this policy in the future to look for cost saving methods in hopes to make this an option for Faculty and Staff.

What are the principles and strategies for the Replacement Cycle?

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 generally be permitted to replace Butler owned laptops that are 4 years or older and Butler owned desktops that are 5 years or older at the start of the cycle.
    1. The number of devices allocated will be based on laptops greater than 4 years of age and desktops greater than 5 years of age that each college/division possesses 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.