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UW-LInformationTechnologyServices
StandardOperatingProcedure(SOP)
Title:ComputerLifecycleManagement
DatePrepared:9/12/2014
Author(s):ITS
CrossReference/RelatedProcedure(s):CampusSurplusofElectroniceWaste
Audience:Campus
Location:ITSNdrive
Approvals:
ApprovedBy:
LastReviewed:9-18-2015
NextReview:
RevisionHistory:
DateofChange
02/20/2013
09/12/2014
10/12/2014
10/13/2014
10/28/2014
9/15/2015
Rev.#
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DescriptionofChange(s)
Documentcreated
ContentsupdatedtoComputerLifecycleManagement
Provost&ViceChancellorforAcademicAffairs
Vice Chancellor for Administration & Finance
DeansMeeting
Documentedited&revisedversion3.0ClientServices
Purpose:
Thisdocumentdetailsthelifecycleandreplacementguidelinesforcampuscomputers(desktops,
laptops,andtablet-likeunitsrunningaprofessionalgradeoperatingsystem).
UWL’scomputerReplacementCyclemayvarydependingonavailablecentralfunds.Generally,most
faculty&staffcomputerswillbereplacedafter4yearsaftertheirpurchasedate.Lab,classroom,and
researchcomputerswillbereplacedafter5years.Grantfundedcomputersareexcludedfromthis
StandardOperatingProcedure(SOP)andaregenerallynotreplacedcentrally.ITSwillremoveend-of-life
(EOL)computerswhendeliveringanewcampus-ownedcomputer.Whenappropriate,ITSmayre-use
EOLcomputersbasedontheirconditiontosupportothercampuscomputingneeds.EOLcomputerswill
besurplusedordisposedofinaccordancewithcampussurpluspracticesandguidelines.
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Procurementofacomputermaybefundedateitherthecampusordepartmentlevelusingthecurrent
campusPOrequisitionprocess.StandardcomputerconfigurationsandpricingcanbefoundontheITS
webpageunderPurchasingthenclickingontheCampusTechnologyPurchasingpagelink.
Generally,computerspurchasedwithGPRorPRfundswillbereplacedwiththesamefundingsource.
However,therewillbesomeinstanceswherethismaynotholdtrue,forexample,whencomputersare
purchasedaspartofaGPR-fundedprojectforaunitthatgeneratesrevenue.
AllcomputersandtheirstatusarerecordedintheInformationTechnologyServices(ITS)inventory
managementsystem.
Definitionsoftermsarelistedlaterinthisdocument.
Scope:
Thefollowingtopics,processes,andrelateditemsareconsideredInScopefortheComputerLifecycle
ManagementStandardOperatingProcedure.
InScope
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Campusownedcomputingassets(laptops,desktops,tabletsandperipherals)
Standardspecifiedperipherals
o Monitor(s)
o Mouse
o Keyboard
o DockingStation
o OtherInputDevices(i.e.trackpads,etc.)
Classificationsofdifferentcomputersbasedonprimaryfunction
Campuscomputerpurchasing
Inventorymanagement
Computerreplacementorrepair
Reallocationofcomputers
Collectionanddisposalofend-of-lifecomputers
OutofScope
ThefollowingareconsideredOutofScopefortheComputerLifecycleManagementStandard
OperatingProcedure.
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Mobiledevices
Telephones(VoIP)andCellularPhones
Printers
Softwareimaging
Desktopsupport
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JustificationandGuidelines:
UWLfacultyandstaffareeachallottedonecomputer.ForGPRcomputerreplacements,ITSwillcreate
aspecialsurveyeachyeartogathercomputerreplacementrequests.UpgradeoptionsforGPR-funded
purchasesmaybeviewedontheCampusTechnologyPurchasingPage.Theseupgradesmustbe
communicatedtoITSandwillbefundedbytherequestingdepartmentorunit.
WhilePR-fundedpositionsarenotpartofthisreplacementcycleprogram,departmentsarestill
encouragedtogothroughthesurveyprocess,orutilizetheCampusTechnologyPurchasingPage.
Computerswillmeetthefollowingcriteria:
1. Formfactoridentified:
a. FacultyandInstructionalStaff:Laptopasstandard
b. Non-instructionalStaff:Desktoporlaptopdependingonworkfunction
2. Facultyandstaffcomputers4years(Adjunctstaffis5years)
3. Facultyandstaffcomputersaredeployedwiththeappropriateperipheralstosupportcampus
work.Including,butnotlimitedto:
a. Monitor(s)
b. Mouse
c. Keyboard
Process:
GPRcomputerreplacements:
1. ITSproducesinventoryreportsidentifyingcampuscomputersnearorpastend-of-life.
a. ReportsaregeneratedannuallytypicallyinearlyOctoberbyClientServicesandare
deliveredtotheCIOandCFO.
b. AfterCFOfinalapproval,inventoryreportswillbesharedwiththeProvostandDeans.
c. Department-specificinventoryreportswillbesharedwiththedepartmentchairafter
ProvostandDean’sapproval.
d. Departmentinventorycanberequestedbyadepartmentatanytimebycontactingthe
EagleHelpDesk.
2. ClientServicesworkswithdepartmentstopurchasereplacementcomputers.
a. Campusfundedcomputerreplacementsarestrategicinnature,andwillfollowcampus
guidelinestotakeadvantageoftheavailablecentralfundsforreplacementcomputers.
Pleasenote:centralfundswillonlybeusedtoreplaceend-of-lifecomputersandnotto
increasecurrentinventory.
b. Ifdepartmentschoosetodeclineacomputer’sreplacementfromcentralfunds,the
computerismarkedaslegacyintheinventoryandremovedfromthereplacement
cycle.Thiscomputerremainspartoftheuniversityinventory.
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c. ComputersinthereplacementcyclearereplacedwithUWLstandardmodelsusing
centralfundsuntilthefundsaredepleted(listedbelowinorderofpriority).Ifaunitor
departmentdeterminesupgradesormodelchanges(toanotherUWLstandardmodel)
arenecessary,theyareresponsibleforthecostdifferencefromtheUWLstandard
modelprovidedforcentralfundsreplacement.Departmentchairsandadeanapproval
willberequestedforthebudgetamount.
i. Faculty&staff(4yr):Uptooneperemployee
1. Itisrecommendedfacultyhavingmultipleworkassignments(intwo
departments)usethesamecomputerforbothassignments;however,
ADA’sshouldhaveadesktopateachlocation.
2. Ifanemployeehasbeenpreviouslydesignatedmorethanone
computerforfaculty&staffuse,theemployeechooseswhichoneisto
fulfilltheirfaculty/staffroleorITSwillchoosebasedonthefollowing(in
order)ormarkthecomputerasalegacyproduct:
a. Laptopisalwaysforfacultyandstaffresearchuse
b. Mostpowerfulcomputerisforresearchuse
c. Thenewestcomputerisforfaculty&staffuse
d. Oldestcomputerisforresearchuse
3. Acomputer'smainlocationmustbeinrelationtotheemployee’srole.
Forexample,employeesshouldnothaveauniversityowned“home”
computerandacampuscomputer.
4. Staff,instructionalandnon-instructional,arelimitedtohavingone
faculty&staffcomputerassignedtothem.
a. Deployingmorethanonecomputertoaninstructionalstaff
membermustbeapprovedbytheOfficeoftheProvost.
b. Deployingmorethanonecomputertoanon-instructionalstaff
membermustbejustifiedbasedonjobdutiesandapprovedby
appropriateadministrator(s).
ii. DepartmentLab&Classroom(5yr)
iii. DepartmentGeneralPurpose(5yr)
iv. ResearchLab(5yr)
3. UpondeliveryofthereplacementcomputerClientServicesswapstheend-of-lifecomputerwith
thenewcomputer.
a. Whenacomputerisreplaced,thereplacedcomputerisreturnedtoITSanditsstatusis
updatedtolegacyorsurplus.
b. Replacedcomputersareheldfor7daysbeforeanyactionistakenonthem(incase
somefilesdidnotgetcopiedtothenewcomputer).
c. Aftersevendaysthecomputercanbereimagedorsurplused.
d. Legacycomputerswillgointothecomputerpoolforreuse.
e. Replacedcomputerswillbereallocatedbasedontheirage.
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AdditionalScenarios
AllcomputerpurchaserequestsmustgothroughITS.Copiesofnewrequestssubmittedonlinewillbe
senttotheDirectorofClientServicesandsupportstaffforthatarea.Supportstaffwillverifyinventory
andmakearecommendationforfurtherreviewifneeded.Onceapprovedtherequestgoesto
Purchasing.
1. Newhire:
a. Previouslyusedcomputersareusedfornewfacultyandstaff.Anadjunct(nonbudgetedInstructionalAcademicStaff-IAS)willtypicallybeassignedalegacycomputer
ratherthananewcomputer.
b. Departmentsmayrequestacomputerforanewemployeebasedontheoperating
system(WindowsorMac)anddevicetype(laptopordesktop).Computerswillbe
assignedfromthecomputerpoolbasedonavailabilityonafirstcomefirstservebasis.
Requestsshouldbesubmittedonlineviawww.support.uwlax.edu.
c. Ifanewemployeerequiresacomputernotavailableinthenon-legacycomputerpool,
thedepartmentorunitisresponsibleforthecosttopurchaseanewone.
2. Fornewpositions,thecostofthecomputershouldbeincludedinthefundingforthenew
position.Theinitialcomputerpurchasewillbefundedbydepartmentorunitandwillbeadded
intothereplacementcycleaccordingly.
3. Ifacomputerneedsrepairorisdamagedandnotcoveredbyawarranty,thedepartmentor
unitisresponsibleforthecost
a. Dell:4yearwarrantyonlaptopsanddesktops,3yearontablets.Laptopsandtablets
haveaccidentalprotection.
b. Apple:4yearwarrantywhichdoesnotincludeaccidentalprotection
4. Specialrequest/needsarehandledonacase-by-casebasis.
5. PR-fundedunitsareresponsibleforreplacementcostsoftheircomputers.
6. ITSwillworkwithexitingemployee(s)andtheirdirectreporttorecoverormovedatathen
evaluatethecomputer.
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DefinitionsandTerms:
Campusownedcomputer(s):LaptopordesktopcomputersownedbyUW-LaCrosseandaredeployed
tofaculty,staff,oroffices.Allcampusownedcomputersarerecordedintheinventorymanagement
systemandaresupportedbyITS.Note:Campusownedcomputersthatdonotmeetthestandardsand
UW-Lspecifications,orarepastend-of-life,areonlyofferedlimitedsupportbyITS.
End-of-Life:Thistermisusedtodescribeacomputerthathasagedpastthedesignatedyearsandis
slatedforreplacement.
LegacyComputer(s):Thesecomputersaretypicallyconsideredold,out-of-date,andhavebeenreplaced
previously.Grantingtheuseofa“Legacy”computerismanagedonacase-by-casebasisbyITSandthe
requestingdepartment.Alllegacycomputerswillbeinventoried,reimagedandtakenoutofthe
replacementcyclebeforetheyareredeployedoncampus.Whenthecomputerisreadytobe
surrenderedbythedepartmentorindividualitwillbedisposedofinaccordancewithestablished
surplusprocedures.
ResearchComputer(s):Thesecomputersareoftenconfiguredtobeusedwithspecialequipment.
Becauseofthespecializedpurpose,thesecomputersmayremaindeployedpasttheirend-of-life.These
computerswillbemarkedas“research”intheinventorysystemandarenoteligibleforthereplacement
cycle.Whenthecomputerisreadytobesurrenderedbythedepartmentorindividual,itwillbe
disposedofinaccordancewithsurplusproceduresandguidelines.Grantingacampuscomputer
“research”statusismanagedonacase-by-casebasiswiththedepartment.Campusadministrationmust
approvenewpurchases.
GeneralPurposeUse:Thesecomputersaredeployedtoadepartmentinsteadofanindividual.Typically
theyareusedbymultiplestafftoprovideaspecificservice.Insomecasestheyareusedbyvisitorstoan
officeorarea.Anexamplewouldbeacomputerinanofficelobbythatprocessescheck-ininformation.
Thesecomputersaremarkedas“generaluse”intheinventorysystemandareremovedfromthe
replacementcycle.Whenthecomputerisreadytobesurrenderedbythedepartmentitwillbe
disposedofinaccordancewithsurplusprocedures.Grantingacampuscomputer“generalpurpose”
statusismanagedonacase-by-casebasiswiththedepartment.
GrantComputers:Somecomputersarepurchasedusingonetimefundsfromagrant.Thesecomputers
aretreatedthesameasanyothercampusownedcomputer.Theyarerecordedintheinventorysystem
andfollowthesameend-of-lifecycleasdefinedabove.Thesecomputersaretypicallynoteligiblefor
thereplacementcycle.
GeneralPurposeRevenue(GPR):ThesefundsareprovidedbythestateofWisconsinandareallocated
toUWcampusestofundoperations.GPRisusedtofundsomeactivitiesoncampus.
ProgramRevenue(PR):ThesefundsareraisedbyindividualunitsandprogramsatUW-LaCrosse.PRis
usedtofundmanyaspectsofaparticularoffice/unitorprogramsoncampus.
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References:
Listanyrelateddocumentationfromavendororelsewhere.
Title
Location/URL
Purpose
FlowChart:
ComputerReplacementProcessFlowChart
Centralized
fundingfor
computersis
identified
ITScreates
inventoryreportfor
eligiblecomputer
replacementsand
reviewswith
departments
Surveysare
processedbyITS
andapproval
purchasereport
created
ITSreceives,
inventoriesand
imagesnew
computers
ITSupdates
computerinventory
andshareswithCIO
andCFO
ITSmeetswith
DepartmentChairs
forsignoffof
approvalpurchase
reports
ITScontactsfaculty
andstafffor
deliveryof
computersand
returnofexisting
computer
Computer
replacement
surveyssentto
DepartmentChairs
ITSprepares
purchaseorders
ITSplacesoldcomputerinWing
Buildingassetpool,reviewsand
updatesinventory
Remindertofillout
unfinishedsurveys
issentto
DepartmentChairs
ITSEagleHelpDeskComputer
ReplacementFlowChart9-18-2015
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