What is the Computer Refresh Program?

 

The System Administration Computer Refresh Program has been established to facilitate a network that operates at a secure optimum manner, to improve support, and create an environment where System Administration employees have current equipment to perform required computing tasks. Benefits and objectives of the program:

• Transition purchases of computers from ad hoc capital expenses to planned, strategic, operational expenses
• Maximize purchasing power by utilizing discounts associated with the bulk purchase of standard pc configurations
• Ensure that all System employees have sufficient computing capability to fully participate in current technology environment and planned computing enhancements
• Create a process that is sustainable and repeatable, and ensures the equitable and efficient distribution of computing resources
• Capitalize on strategic partnerships with industry leading vendors to assure continuity and excellence in technology service, support and value.

Who decides which computers will be replaced?

 

All System Administration owned computers will be replaced on a three year cycle. The age of the computer determines when it becomes eligible for refresh. A computer that is three years old around the time of the PC Refresh order (i.e. is near the end of it's warranty) will be replaced. The Office of Technology and Information Services (OTIS) will maintain an inventory of all equipment and will determine which equipment meets the above criteria.

Equipment purchased via grant or other funding model should also be refreshed on a three year cycle. All grants or long-term contracts should include the computer refresh requirement.

 

How will the Refresh Program be funded?

 

AUF department refreshes are centrally funded. On a one-time basis, the Controller’s Office reduced the budgets of AUF funded departments to fund the account. The targeted reduction was 1/3 rd of the departments total computers multiplied by an estimated average cost of a computer. The AUF account is now centrally funded.

The non-AUF departments will be assessed a charge for computers needed for their departments refresh. Departments will be encouraged to fund this assessment within existing M&O budgets but can request additional budget authority if current levels are demonstrated to be inadequate.

Departments requesting new positions in their budget will also be assessed for the required new computers to be purchased via the PC Refresh budget.

 

What computing choices do I have?

 

Prior to the beginning of the fiscal year OTIS will develop the specifications for the next replacement cycle. A desktop standard and a portable computing standard (notebook) will be established. Requests for equipment other than the standard configurations must be approved by OTIS.

 

How and when are refresh computers deployed?

 

The PC refresh order will be done early each fiscal year. OTIS will establish and publish the deployment schedule after the order is received. Each computer will be ordered with the U.T. System software suite installed to speed the installation process. OTIS will also use a new computer checklist to ensure that each computer setup goes as smooth as possible.

 

Will these computers be on my department’s inventory?

 

OTIS will work with Accounting and Purchasing Services to transfer equipment purchased via the Refresh Program to departmental equipment inventories. Equipment will receive inventory tags upon arrival, before being deployed.

 

What else should I know about the PC Refresh Program?

 

• OTIS will determine the PC specifications. Non-standard equipment will not be purchased.
• All computers will be purchased centrally through OTIS.
• Computers will generally be replaced on a three year cycle. Exceptions will require approval by OTIS.
• Laptops are typically more expensive than desktops. A legitimate business purpose will need to be established for a computer other than a desktop before OTIS will purchase the computer.
• Unless a legitimate business purpose is established, individuals may only have one computer. For example, employees should not have a desktop computer for the office and a laptop computer for traveling. If traveling is a large enough part of the employee’s duties that a laptop is warranted, then the individual should use a docking station while in the office.
• OTIS has established minimum hardware configuration for computers to be eligible for hardware and software support from OTIS. Computers that do not meet minimum standards will not be supported by OTIS.
• It is intent of the program that each employee receives a new computer every three years. “Trickle Down” of equipment will be discouraged due to the time and expense associated with the move and reconfiguration of computers for little benefit.
• Computers that do not meet the minimum hardware requirements should be sent to surplus equipment.