Hardware Replacement and Retirement Policy Draft 4.4

Transcription

1 Computer Replacement Policy 1 Hardware Replacement and Retirement Policy Draft 4.4 (Readers: Please note that this plan is described throughout as a provisional process until we see the new Strategic Plan.) Replacement Philosophy Computers have a functional life both at the college and in specific installations. The average life cycle of computers at the college is listed in the Replacement Cycle Categories section below. In general, units should be replaced in specific locations when the hardware becomes a barrier to the user. This occurs primarily when the college's standard software suite, or the software required for instruction, service, or business activity will not run effectively on the existing hardware; or when the existing hardware has begun to malfunction on a repeated basis. This policy provides a horizontal rather than vertical prioritization replacement scheme. The policy is designed so that all users, no matter their role or location at the college, will have their computers replaced on a timely basis. This policy is also designed to provide clear and open communications between the users and the Computer Replacement Committee, which shall both implement and oversee this policy. The Computer Replacement Committee is open to feedback from all users and will modify this policy in order to meet those needs, while still working within the budget framework for replacement. Goals 1. Centralize resource and financial planning and forecast the funding requirements to implement a regular replacement cycle for computers. 2. Assure that appropriate computer resources are available in department/division facilities, classrooms, and offices to support the college s mission. 3. Implement the minimum standards for computer equipment on campus, which is reviewed regularly by the Information Technology Standards Committee, and promote uniformity of technology throughout the District. 4. Assure that each faculty and staff member who uses computer resources in his or her position has a computer of sufficient capability to fulfill their job-related duties. 5. Support the use of technology by faculty, administration, and staff in using computers to promote student success.

2 Computer Replacement Policy 2 6. Provide for the cost effective and timely purchasing and installation of new equipment while decreasing the deployment time. Reduce the costly computer cascading approach, except where this is critical to student success. 7. Maintain District-support operating system standard. Timeline for Verification: Year 1: Present Spring 2008: finalize this plan, obtain approval of senior staff, conduct inventory of current computers and peripherals, determine exact areas that will be RED, WHITE, BLUE, or YELLOW. Year 2: Summer-Fall 2008: Determine budget for computer replacement with Head of Purchasing Dept., notify departments, implement plan for x and y, take feedback, reconvene TAG committee to discuss the usefulness of this policy will be evaluated in fall of Year 3: 2009: budget for this year s computer replacements, draft server replacement plan with Network Administrator. Budget For budgeting purposes computer replacement should be included and identified annually as a line item in the college s budget. Funding for this account should be based upon the college s replacement schedule. Reliance on "One Shot" initiatives to catch up should be avoided. The funding for this account should be centralized. Oversight The Computer Replacement Committee will be a standing subcommittee of the Technology Advisory Group. Its general membership shall consist of the a member of IT, a member of Business Services, one staff member from TAG, and one faculty member from TAG. The IT and the Business Services members are permanent appointments; the staff and faculty positions will be for a term of two years. If someone is not immediately available to replace either a faculty or staff member, the term can be extended one year. However, there can only be one extension. Inventory Information Access It will be the responsibility of the Computer Replacement Committee (in coordination with IT) to provide current information for anyone who wants to know where he/she is in the budgeted replacement cycle.

3 Computer Replacement Policy 3 Needs Assessment It is the Computer Replacement Committee s responsibility to survey the District users every year. This survey will provide the Committee an accurate inventory of all computers and peripherals. It will also allow the Committee to keep current with re-categorization because of change of usage. The survey process will also allow all users to provide feedback to the Committee to help in its oversight role. Hardware Life Spans: Laptops 3 years Desktops 5 years Depreciation: 3 years for both Laptops and Desktops. These figures are used for auditing purposes. Replacement Cycle Categories In order to allow ITS staff to replace computers in a timely manner, the Computer Replacement Committee will identify, prioritize, and define the areas for replacement. In addition, ITS staff, in coordination with the Computer Replacement Committee, will cascade the old equipment into the area starting with the areas that are last on the priority list. Users should note that colors groups are not in competition with one another for computer replacement; rather, users are in line behind other users in their color group. Computers and peripherals (such as printers, scanners, speakers, etc) to be replaced are divided into the following categories. RED ORANGE YELLOW Replaced every 3 years with a computer configured with current technology and suitable for individuals using the standard application set or configured for those using or supporting Replaced every 2 years with a repurposed machine. For those running a subset of the standard applications and for student intern and student organization workstations. Replaced every 5 years with a new computer. For those primarily running the standard applications and the occasional use of specialized applications. As of year three, if the user requires system upgrades to maintain

4 Computer Replacement Policy 4 specialized applications that are system resource intensive. Examples of such applications include desktop program compilers, editing digital video, and performing statistical analysis on large data sets. (also insure that DSPS computers are included) the functionality of the computer, requests will be reviewed by the Computer Replacement Committee. * At the end of the cycle, no matter the category, a user may request system performance upgrade rather than a new or repurposed machine. Each computer in the replacement plan is designated as being in one of these groups (at the time it is replaced) with a tentative date indicated for replacement. Specifications and Standards (See Appendix A Established by the Computer Standards Committee) The District should make every effort to purchase uniform technologies, in order to make replacement, parts replacement, and repair easier and less expensive (for the Total Cost of Ownership). Non-Standard Equipment: Any user or group that chooses not to use the standard systems the college deems appropriate, such as Mac users, networking peripherals, and projectors, must recognize the total cost of ownership. For this reason, it will be the users or group s responsibility to maintain these technologies through the technologies lifespan. Grant-Funded Equipment: Individuals pursuing grants or having one-time monies for computing equipment should discuss their plans with the Computer Replacement Committee as part of the budgeting process. They should also consult with ITS to ensure that the

5 Computer Replacement Policy 5 equipment being purchased meets the goals and standards of the district. Computing equipment that is acquired under grants will enter the inventory and be upgraded on a regular replacement cycle only if approved at the time of the application for the grant. Request for Exceptions to the Computer Replacement Process In some situations users may be required to run special software or perform unique tasks as part of their assigned job duties and may need a computer with more memory, a faster processor, a larger monitor, or a larger hard disk than the one they are using or will be assigned. Users in this situation may request that their workstation be evaluated to determine an appropriate upgrade path. ITS may recommend additional memory, a larger hard drive, or possibly a newer workstation. There can be exceptions to the standard PC platform, but the person or group will have to provide written justification for the Computer Replacement Committee. While we expect that the majority of requests will come at the beginning of the fiscal year, requests will be reviewed throughout the year to handle unforeseen changes in job duties, etc. Please submit the form on Appendix E to request an exception to the Computer Replacement Process. This is also to be used to request the installation of nonstandard software; please list title and version. Appropriate signatures are required. If a user requires local administrative privileges (which is rare), please contact the Manager or Director of Information Technology Services because there is another form required. To prepare for the delivery please follow the instructions in Appendix C. Computer Failure "Failure replacement," will be applied to certain equipment which must be replaced outside the annual cycle. This applies only to: Displays: Displays are not replaced on a three-year cycle. When an outof-warranty display fails, it will be replaced by an equivalent display from the current standards list. If the original was non-standard (e.g., a 22" flat panel), the department can choose to have it replaced with a standard display or request a new exception. Computers for which the cost of repair is 50% or more of its fair market value. Failing standard network printers determined by ITS to be not worth repair

6 Computer Replacement Policy 6 Projectors: Standard model will be determined by the District s Purchasing Agent. All instructional projectors should either have the capability of displaying closedcaptions or they must be purchased with an external Closed Caption Decoder Box for accessibility reasons. Please see CCdecoder for more information Projector bulbs: Due to the high replacement cost of bulbs and the hardship that places on departments, divisions, or satellite campuses, the District will be responsible for replacing any failed projector LCD or DLP projector bulb. The District will not purchase projectors without one spare projector bulb. Also, the District will maintain at least one spare for any given projector throughout the District. ITS staff (or site manager) will be responsible for proper inventory of those bulbs. Servers (Notes: the server budget will be a separate item from the PC and peripheral budget, because of the budget implications. ) All server requests must go to ITS. Installation Process Prior to the start of the installations, a communication will be sent to various departments to announce the timeframe for replacements. ITS will also provide a detailed worksheet, with various information, that the appropriate manager must validate. The worksheet will also give the manager an area to provide ITS with room locations for each computer installation. Information Technology Services staff will set up specific installation dates with each area as they are ready to be installed into the labs/classrooms. The division manager should contact ITS with details about the software that is required to be installed into the labs. For classrooms/labs, installations will be scheduled to ensure minimal impact on instruction and that the technology is implemented as quickly as is feasible. Information Technology Services staff will need approximately 2 hours per workstation for standard setup. The recommended software (see Appendix A for software standards) will be installed on all new workstations. Non-standard software will not be replaced without proof of a license and the original installation media. Please be aware that older software may not be certified to run within our

7 Computer Replacement Policy 7 current standard, which usually occurs after significant operating system upgrades. You may need to purchase new non-standard applications that have been designed and tested to meet the current trends. Users with 15-inch monitors will receive a 17-inch monitor. Monitors that are 17-inches or larger, and are in good working condition, may or may not be replaced, based upon the replacement budget and/or the age of their existing monitor. Information Technology Services will remove the older or "good" workstations for reassignment as determined. Near the conclusion of the new computer installations, the installation of cascaded computers will begin. The pool of cascaded computers will be installed into the areas or locations that fall at the bottom of the priority list. We will work from the bottom of the priority list toward the top. Cascaded computers will be assigned based on need and availability. The Hardware Replacement Plan will nearly eliminate all cascades by year three. Repurposing Computers are the property of the college and are provided as tools to support the college s mission. A computer being replaced will be evaluated to determine if it is obsolete or if it is useful for repurposing. a) Please be aware that distribution decisions are made on a college-wide basis in advance of replacement. Upon the installation of a new computer, the computer, if it is to be repurposed, will normally return to the warehouse or a campus storage location awaiting redistribution. b) Requests for repurposed computers should be made to the Hardware Replacement Committee. Each campus will develop procedures for managing repurposing requests. c) If an additional PC is needed within a department, the campus should first look to acquire a unit from stock, of the same vintage as the rest of the department's equipment. The goal is to keep the entire department/facility on its initial replacement schedule and all users on the same software versions. d) Feedback about repurposing will be gathered annual, as part of the inventory process.

8 Computer Replacement Policy 8 Disposal E-waste should be disposed of when it has come to the end of its useful life-cycle for the users and/or college. It will be disposed of so as to have the least impact on the environment. Disposal costs are calculated into the cost of new computers or comes out of the Hazardous Waste Safety Fund. Upgrades As part of the hardware replacement plan, at the conclusion of the annual inventory, users with computers that no longer meet specifications, will be notified and their needs assessed (prior to replacement). Computers that are replaced are returned to ITS. ITS then will repurpose the computers or disposes of them through the disposal process. In order to minimize the Total Cost of Ownership, if a machine can be upgraded with additional memory or components, rather than replaced, the user or group may request a system(s) upgrade(s) rather than replacement, using the form in Appendix E. Should an individual, department, or group need an upgrade to a repurposed computer then that will be the responsibility of the individual, department, or group. Appeals If a user believes that he/she has been unfairly delayed in obtaining a replacement computer (whether new or repurposed), he/she must state the objection to the Hardware Replacement Committee (whether in writing or in person). If the Hardware Replacement Committee is still not able to address the user s concern(s), it is his/her right to appeal that decision to the Vice President of Business Services. This appeal must be accomplished on a timely basis on both ends. The user shall have one month from the date of response from the Computer Replacement Committee to present his/her appeal to the Vice President of Business Services, and the Vice President of Business Services shall have one month to respond to the appeal. Decisions from the Vice President of Business Services are final. Personal Responsibility As a guiding principle for all users, it is necessary to recognize that all computers and peripherals belong to the District, not to the users, and therefore should be treated accordingly. Individuals are responsible neither to cause damage nor to harm District equipment; however, general wear and tear or exceptional circumstances (such as blackouts, power surges, etc.) are not the user s responsibility.

9 Computer Replacement Policy 9 Accessibility for People with Disabilities We need to maintain and replace Assistive Technology (AT) computer workstations for students and staff with disabilities. Due to AT software needs, which often require more RAM and greater processing power, AT workstations for people with disabilities need to be upgraded and/or replaced at least as often as other computer workstations and perhaps more often. The United States Department of Education set forth regulations on Section 504 (34 C.F.R. Part 104), establishing standards for institutions of higher education to follow in meeting the needs of disabled students and employees. In fact, the Department further stated that "different or special treatment of handicapped persons, because of their handicaps, may be necessary in a number of contexts in order to ensure equal opportunity." [42 Fed. Reg (May 4, 1977) ]. As the Board of Trustees No. 809, Administrative Regulation No states: The purchase of products available for use by students or the public shall comply with the accessibility requirements of Section 508 of the Rehabilitation Act of 1973, as amended (29 U.S.C. 794d) and its implementing regulations set forth at Title 36 CFR Part And Computer labs with more than ten stations for use by students shall have a minimum of three stations or 10%, whichever provides greater accessibility for the disabled use. Computer labs with less than ten stations shall have at least one accessible station. Standards for accessible software can be found in the Transition Plan. ( According to the College of the Redwoods ADA Transition plan, In order for the District to achieve universal access/design all computer and technology purchases for labs or use by students will exceed minimum standards of Title 24, ADAAG, and the District's standard for software and other features for use by all students. Computer purchases for labs or use by students must have approval prior to purchase by the District's DSPS Coordinator and ADA Coordinator, or designees. Policy Update The usefulness of this policy will be evaluated on a regular basis. The policy will be updated to incorporate the Strategic goals and objectives of the college, as well as the policy s effectiveness. Effectiveness will be assessed in the percentage of systems replaced and or recycled under this policy.

10 Computer Replacement Policy 10 For questions about these Policies, Procedures, Plans and Standards, contact: ITS Director

11 Computer Replacement Policy 11 Appendix A System Specifications defined by the Computer Standards Committee As Designed System Specifications: (include all the yellow highlight into an Appendix A) Intel Pentium Dual Core Microsoft Windows XP Home Edition w/sp2 1GB Memory (RAM) Intel System Board 7200RPM / 8MB Cache DVD/ CD-RW Combo Drive MB Floppy Drive 17 Flat Panel Monitor 10/100/1000Mbit - Intel NIC CR Software Image Software Specifications: Windows XP SP2 Office 2003 Symantec Anti-Virus Datatel (if needed) Firefox Current Web Plug-ins VLC Media Player Adobe Reader 8 Primo PDF Writer/Printer Accessible Software for Instructional Use Printers: HP LaserJet Printers

12 Computer Replacement Policy 12 Appendix B PC Counts: Based on the Anti-Virus console Mendocino 100 Del Norte 146 Eureka/Others 992 Total Machines: 1238 (This number does not represent all servers (some have AV) or MACS )

13 Computer Replacement Policy 13 Appendix C Prepare for your new computer Information Technology coordinates the delivery and installation of new computers. Please contact the helpdesk@redwoods.edu for installation and setup. Please review the following information to help you prepare for your new computer 1. Backup your data to the campus network. This is your server share drive (typically your G:). 2. Clear the space around your existing computer. 3. Please submit the exception form on Appendix E to request the installation of special software. If you have possession of the software, please have it available. Reminder...all software must be licensed to the District prior to being installed, so please have your licenses available too. 4. If a computer has been delivered to your area without technical staff to install it, please do not install the equipment on your own. Please contact Technical Support Services staff: You must be present at the time of installation in order to complete the installation and login process. 6. Your old equipment will be removed for repurposing or recycling. Please do not move or distribute this old equipment yourself.

14 Computer Replacement Policy 14 Appendix D Annual survey form

15 Computer Replacement Policy 15 Appendix E Request for Exception to the Computer Replacement Plan Use this form to request replacement of your existing computer, or to request exceptions to the computer replacement plan guidelines. Please print this form and have it signed by your Manager. User Information: Name: Phone: Location: Current Computer Information In order to identify the type of computer that you now have, refer to the bar code label on the top of the computer. Or if you need assistance, contact Technical Support Services: Please list the following information*: 1. CPU Speed: 4. Monitor Type: LCD or CRT 2. Disk Drive Size: 5. Screen Size: 3. Memory: (MB) * These are the criteria by which your computer will be evaluated. Special Needs 1. Please describe your job duties, which cannot be met with your current computer: 2. Installation request for nonstandard software. Please list title and version below:

16 Computer Replacement Policy Other exception requests. Please describe: Authorizing Manager's Name: Date: Manager's Signature: Computer Replacement Committee s Response to Exception Request To, Your exception has been Approved Denied. Computer Replacement Committee s reasoning: Committee Chair Signature: Date: Request for Exception Appeal to Business Services VP I appeal the Computer Replacement Committee s findings for the following reasons: Authorizing Manager's Name: Date: Manager's Signature: Response to Appeal from Business Services VP

17 Computer Replacement Policy 17 To, Your appeal has been Approved Denied. Business Services VP reasoning: Business Services VP Signature: Date: