Guidelines
- The plan calls for a 4 year replacement cycle, 25% of the computer equipment will be replaced within a department every year.
- Technology equipment requests will be made online using the eRequest program. The ITS department will maintain a Desktop Replacement database to support the plan's implementation. Asset Transfer forms must be completed and approved by each department's budget officer prior to the move or transfer of equipment.
- ITS will maintain an inventory of computer equipment to address emergency equipment requests.
- Standard configurations for computer equipment and software will be determined by the ITS Planning Council.
- Individuals are provided with one college computer. If their job duties dictate the use of multiple computers or peripheral equipment, the department will fund the additional computer from their department budget fund.
- In some situations, users may be required to run special software or perform unique tasks as a part of the assigned duties. Exception to standards must be submitted for approval to the Desktop Replacement committee, explaining why the exception is needed. ITS staff will evaluate those needs and recommend an appropriate upgrade path. Cost of exceptions will be charged to the department budget.
- The Desktop Replacement plan does not cover individual desktop printers. The plan covers network printers for workgroup clusters.
- Requests for software, memory and hard drive upgrades can be made at any time and are granted based on the need and funding. Upgrades to new operating systems and MS office are done after evaluating existing hardware or when desktop equipment is upgraded.
- Employees who are due to receive a new computer may choose a laptop in place of a desktop unit. A keyboard and mouse will be included as a part of a standard.
- Old computers will be turned in to ITS for reassignment (if applicable) or returned to Inventory control for disposal. Departments must contact ITS to cleanse the hard drives before disposal.
- Request for adaptive technology should be channeled through the Risk Management unit of the Legal Affairs department. An adaptive technology expert will be assigned to determine the best possible technology solution.
- Funding from the Desktop Replacement plan will be used to implement a Laptop/Projector/Digital Camera loaner program for the employees at the District offices. Departments will be able to borrow the laptop, cameras and projector for use with meetings and presentations. An online request form will be created to support the checkout process.
- A small portion of the fund will be used to address emergency repair and out of warranty issues.
