Replacement Plan for Non-Scientific Equipment and Software

Replacement Plan for Non-Scientific Equipment and Software
Replacement plan for non-scientific equipment and software in Admissions, Cameron
School of Business, College of Arts and Sciences, College of Health and Human
Services, Financial Aid, Honors Program, International Programs, Library, Registrar,
Watson College of Education and other academic units.
Target Audience
All Potential and Current Students, Faculty and Staff
Develop and implement a replacement plan for outdated or obsolete equipment and
software in order to effectively meet the requirements and expectations of the
academic and research efforts.
*Use one-time state funds on a recurring basis to replace outdated equipment and
software in order to meet university commitments.
*Replace outdated equipment and software with modern-day technologies, that can
eventually lead to increased revenue generation.
*Generate positive impact on student retention and graduation.
*Ensure all undergraduates have an applied learning experience (in research,
discovery, application, and service learning).
* Upgrade existing equipment to expand functionality.
Strategic Goals
2013 - 2015 Priorities
Performance Targets
1. Identify and prioritize items that need replacement.
2. Order and replace the necessary new equipment and software.
3. Retire replaced and outdated equipment and software.
*Targets will be established that measure the impact of replacing worn out and
obsolete equipment.
Core Team Members
Provost, Vice Provost, Deans, Associate Deans, Department Chairs, Professors,
Associate Professors, Business Officers, Budget Office.
Annual Process
1. Annually each spring Budget Office engages identified affected units to
prioritize and finalize replacement needs; deadline for submission will
be based on consideration of replacement funds to be approved and
available as of July 1st for each year.
2. Each unit will determine and prioritize replacement needs based on
the following basic criteria:
• Equipment funded by general funds-only
• No R&R requests
• No staff computers or office furniture
• Equipment "tag requirement", currently set at $1k or greater, is
minimum equipment request
• Equipment funded from research grants are replaced by research grants
In addition, each unit will determine the following:
• Justification for replacement
• Estimated replacement cost
• Estimated maintenance agreement cost if applicable
• If equipment can be funded through a research grant; must seek outside
funding first
• If multi-year funding is feasible for equipment with lead times greater
than 12 months
• Forecast replacement cost for upcoming year, one-year out, and
two-years out
Different types of equipment replacement funding:
• Equipment under the "tag" limit of $1,000 --- source: department
• Equipment $1,000 to $250,000 --- source: these funds
• Equipment greater than $250,000 --- source: major equipment
fund (if feasible)
- highly competitive and maybe only 1/year
3. The consolidated requests will be submitted to the Provost's office who
will work with the Dean's Council to determine prioritization.
Criteria to be considered during the negotiation process,
but not limited to, are as follows:
• Potential for multiple uses of equipment or interdependencies within
or amongst the colleges
• Potential for equipment to create competitive advantages and/or
attract value-added resources
4. The final priority list is approved by the Dean's Council and submitted to
the Budget Office.
*The replacement status and forecast listing will be available throughout
the year via the "Unified Budget Process" link in the Budget Office Intranet