Type of Equipment

Replacement Cycle

Desktop Computer located in instructional lab or classroom

Three years from date of purchase

Desktop Computer located in staff, faculty, or administrative office

Four years from date of purchase

Laptop Computer

Three years from date of purchase

Printers

Five years from date of purchase

Step

Administrative Replacement Process

(Computer located in staff, faculty, and/or administrative office)

Academic Replacement Process

(Computer located in instructional lab, classroom, or learning center)

  1

After funding is approved and projects are written and approved, replacement project plans are made available on the IT Projects Group website found at:

http://www.mcinfonet.org/it/

(look under “IT Projects Group” – this site also provides “search” capabilities for each replacement project so you can look to see if your equipment is on the replacement list)

After funding is approved, InTech staff will schedule planning and project kick-off meetings with clients affected by replacements in instructional areas.

  2

Written notification will be sent to each client scheduled for replacement approximately two weeks before technicians are scheduled to arrive; this notification gives clients time to negotiate rescheduling, if necessary.

Once the projects commence, regular communication with affected clients will be sent, or regular status meetings will be scheduled, as appropriate.

  3

As part of the written notification, clients will be advised about the type of equipment and software updates they will be receiving (if replacing a desktop computer). 

Faculty and staff will be invited to test the newly imaged computers, and adjustments, if needed, to those images will be made before the image is copied to all computers in an area.

  4

Clients will have the opportunity at this time to let the replacement team know about software, other than the standard set, loaded on their computer.  A valid license for software outside of the standard must be identified before the software will be reloaded.  This notification also gives clients an opportunity to clean up their data in preparation for the replacement.  (Note: replacement technicians will make a backup of all programs and data at the time of replacement; however, clients may want to copy critical data to removable disk before the replacement occurs as a safeguard.)

After client approval, the finalized image will be copied to all new computers, and the lab or classroom will be readied for student use.

Step

Administrative Replacement Process

(Computer located in staff, faculty, and/or administrative office)

Academic Replacement Process

(Computer located in instructional lab, classroom, or learning center)

  5

All data will be backed up from the existing computer and reloaded onto the new computer.

  6

After the replacement is complete, clients will be invited to test their equipment to ensure immediate usability.

Hardware

Standard Software

Non-Standard Software

Most replacement projects replace “like for like.”  In other words, if you have a 17” monitor now, you will receive a new 17” monitor (if eligible for replacement).  If you have an inkjet printer, you will receive an inkjet printer of comparable quality and cost. Review and possible change of the “like for like” standard based on academic course or program changes may be requested by clients for instructional hardware replacements only. These requests will be directed to the appropriate Campus IT Manager. 

Replacement projects frequently include a different or upgraded version of Windows than what is running on older equipment.  Most standard Microsoft applications will also be upgraded to their latest versions, as will any other standard client software.

Any non-standard applications (for example, Photoshop) currently running on machines to be replaced will be replaced with the exact version currently running (pending proof of legal licensing). 

NOTE: Flat panel monitors are now being included as part of every replacement project.  They will not be replaced every replacement cycle, but will skip one cycle.  This is because of their reliability, durability and higher cost.

Software will NOT be upgraded or replaced with a new version UNLESS it will not operate properly with the newer version of Windows.  In that case, IT will pay to purchase an upgrade or new version of the application.

Requests to be funded by Departmental/Area/Campus/Grant Funds, if available

Instructional emergency requests

Instructional strategic requests (non-emergency)

Other funding sources for administrative areas

You may request hardware or software by submitting a hardware or software request form to your area administrator.  These forms are found at the following link:

http://www.mcinfonet.org/it

(look under “IT Purchases”)

Unplanned emergency requests can be funded by the Instructional Advisory Group (IAG) through request to your Campus IT Manager.  The request must be submitted on the hardware or software request forms, the same process as used for requests noted in the previous column.

These requests should be placed in the College wide yearly strategic objectives from each unit.  Once strategic requests are in plans, the OIT will review and support, if possible, the objectives based on funding availability.  (Note: as this funding source is finite, it may not support all requests.)

The Application Advisory Committee (AAC) will consider emergency or unanticipated needs for hardware and software.  As with the IAG, the appropriate hardware and software forms with approvals must first be submitted for consideration of the request.