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I’m currently reviewing our computer upgrade process for employees.  I’m looking for information on how other schools approach computer upgrades.  What type of policies do you have in place? How many machines will you upgrade per employee and how often?  Do you have departments purchase using their budget or does the money come from a general university fund?  Do you have a set schedule for the upgrades and/or do departments make the request to have a machine upgraded themselves?  Any information is much appreciated. 

 

Thanks!

 

Please feel free to email me privately at tdungee@wcupa.edu.

 

 

Treiva Dungee

Director of Client Support Services

Academic Computing Services | Information Services

Anderson Hall 24 | West Chester, PA 19383

P:610.436.3397 | F:610.436.3240

 

 

Comments

Treiva,

An overview of Macalester's process, aimed at the end user, starts under the 'Institutional Purchasing' heading here:  http://www.macalester.edu/its/hardware-software/purchasing/  We call it the Computer Replacement Fund.  It's a central IT-managed budget intended to buy and replace one computer per faculty and staff member every four years, plus computers for some general-access labs and many printers.  During the academic year I go through my records and send notes to individuals saying it's time for an upgrade and asking for their choices, while offering plenty of consultation opportunities.  It works very well, in that to the end user, it seems to "just happen."   

I'd be happy to discuss at greater length off-line, if the link above and the pages that follow it don't answer all your questions. 

Cordially,
David

_________________________________________________________________________
David W. Sisk, PhD   Associate Director for Administration, Information Technology Services
Macalester College      /      1600 Grand Avenue      /       Saint Paul, Minnesota  55105-1899
http://its-notices-alerts.blogspot.com/                  Voice (651) 696-6745,  FAX (651) 696-6778


Our full-time faculty are upgraded on a 3 year cycle. This was determined many years ago when we issued laptops to students, and the time frame was based on wanting them to be reasonably similar to what students brought to class.  The funds for faculty are allocated in a dedicated budget, so every year we have funds to upgrade 1/3. They get one machine (laptop or desktop) per upgrade, plus a docking station, monitor, printer as needed, plus the base software package. IT selects a Windows laptop and desktop (with faculty input). Based on the cost of the Windows laptop, we set an "allowance". If someone wants a Mac, the upgrade budget will cover as much as that allowance and their department must pay any excess. For all, if they need special software that is not part of the standard package, such as Adobe or department-specific software, the department must pay for that. When faculty get their new computers, they usually turn their old ones back in to IT. We issue those to adjunct faculty, then use them as student loaners. After that, any that are still working are donated to a charitable organization.

Staff are only upgraded as their departments can afford to, as they are paid out of a department's operating budget. This is being discussed, but has yet to be changed. I would like to see us use leasing more for staff but have not been successful so far. When staff are upgraded, after we re-image the machine we sometimes offer it to a department whose machines are older, or it is used as a student-worker machine, so we do a lot of "cascading".

Suzanne Gaynor
Director, Technology Resource Center
Hartwick College
607-431-4670


At Skidmore:

·         We started by getting all the VIP’s to agree on a 4 year cycle for faculty/staff computers. The hard part was letting them figure out how to break up all the departments and who goes in what year (1-4) – obviously the “year 4” people had a wait a while to get new computers. The “cool” thing about that is that most of the VIP’s put themselves in the year 4 group to keep complaints to a minimum!

·         We also have a “one-person, one computer” model. Everybody gets 1 standard computer every 4 years. If they need ANYTHING else: a more robust computer, additional computers for their labs, anything at all, they have to put in a request for approval (VPAA on the faculty side, VP  Finance on the Admin side of the college). This system has been great for transparency – it gives the VIPs a much better idea of where the “huge” IT budget is being spent – on technology that fac/staff request (as we all know)! J

·         The money used to go to the departments requesting it, but we recently changed that – all the money for the “extra” stuff that gets approved now goes into our annual computer deployment account, and ALL purchases are made by IT.

·         We try to replace our computer classrooms on a 3 year cycle because they get a lot more use (per day, per week, etc)

 

Hope this helps!

 

Tom

 

 

Tom Marcotte

Director of User Services

Skidmore College

815 N. Broadway

Tech Services Walkway

Saratoga Springs, NY 12866

(518) 580-5935

 

 

 

From: The EDUCAUSE IT Support Services Constituent Group Listserv [mailto:ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU] On Behalf Of David Sisk
Sent: Wednesday, November 20, 2013 11:59 AM
To: ITSUPPORTSERVICES@LISTSERV.EDUCAUSE.EDU
Subject: Re: [ITSUPPORTSERVICES] Computer Upgrade Process

 

Treiva,

An overview of Macalester's process, aimed at the end user, starts under the 'Institutional Purchasing' heading here:  http://www.macalester.edu/its/hardware-software/purchasing/  We call it the Computer Replacement Fund.  It's a central IT-managed budget intended to buy and replace one computer per faculty and staff member every four years, plus computers for some general-access labs and many printers.  During the academic year I go through my records and send notes to individuals saying it's time for an upgrade and asking for their choices, while offering plenty of consultation opportunities.  It works very well, in that to the end user, it seems to "just happen."   

I'd be happy to discuss at greater length off-line, if the link above and the pages that follow it don't answer all your questions. 

Cordially,
David


_________________________________________________________________________
David W. Sisk, PhD   Associate Director for Administration, Information Technology Services
Macalester College      /      1600 Grand Avenue      /       Saint Paul, Minnesota  55105-1899
http://its-notices-alerts.blogspot.com/                  Voice (651) 696-6745,  FAX (651) 696-6778

 

Here at Gallaudet, we do bulk ordering twice a year - November and May. We offer a standard desktop (PC and Mac) and standard laptop (PC and Mac). Our standard are pretty high-ended, but there are some who want something different. We handle non-standard on case-by-case. They need to show justification on why the standard would not meet their need. Normally computers are replaced every 3 years due the warranty. We re-purposed the older computers to student organization or to be use by the student workers within each department.
~ ced


Charles E Drawdy
Manager, Help Desk, Media, and Classroom Support
Gallaudet Technology Services
Gallaudet University
charles.drawdy@gallaudet.edu
Video Phone: 202-250-2662



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