NIC endeavors to gain maximum use of acquired technology in order to support its educational mission. Life cycle management of NIC-owned hardware is handled by the Information Technology department. Most purchased computers are covered by a manufacturer three year warranty. Currently, computers are retired and replaced after four years of service.
The Equipment Replacement Schedule
IT maintains a SharePoint list of college-owned computers that are replaced on a four-year basis under a program that was sanctioned by the Board of Trustees in 2011. The program is known as the Equipment Replacement Schedule (ERS). The ERS governs faculty and staff offices, computing labs, classrooms, and IVC room technology life cycles. A budget was created to allow for bulk technology purchasing which gives the college a cost advantage. An initial and inclusive list of computers was generated based on individual department needs. The list continues to be updated as academic and administrative demands change over time. IT oversees both the ERS budget and all computing equipment inventory. The college’s technology inventory is divided into four separate schedules.
Adding Computers to the ERS
President’s Cabinet (PC) members must approve all new computer additions that fall within their purview. PC-approved computer purchases are added to the existing ERS list. You can request computer additions to the ERS by filling out an ERS Add Form and obtaining signatures for approval. Your department will be charged for the initial purchase of a new computer. ERS funds will cover all future replacement costs.
Maintaining Hardware Standards and Making Exceptions
IT regularly reviews current industry standards in an effort to procure the most appropriate technology for NIC’s diverse college environment. We maintain a list of computer hardware that can be referenced during the preparation phase of each new purchasing cycle. Several different models on the hardware list fall under the 'standard' category. Exceptions to these standard models (i.e. hardware upgrades) are made on a case-by-case basis. Supervisors must approve all upgrade requests by replying to the computer purchase email notification explaining the reason for the upgrade request. A typical example of a needed upgrade would be an employee who uses software that requires more resources, such as high-end graphics, greater memory or a faster processor. In that case, we would need to know the name of the software and the version number in order to indentify the software manufacturer's recommended hardware requirements. Differences in upgraded hardware costs may be charged to the department or covered by the ERS fund, depending on the situation.
Notifying Departments of a Purchasing Cycle
An email notification is sent to all new computer recipients and their supervisors at the beginning of a purchasing period. Supervisors are asked to confirm the serial numbers, locations and assignments of all retiring computers. If a retiring computer can't be located, it cannot be replaced until it is found. Employees are asked to contact their supervisors immediately if any changes are needed to their current technology. Early email notification allows time for discussion of technology needs and order confirmation.
Approving Model Changes
A change request by an employee could include switching from a stationary desktop to a mobile computer. Employees should contact their supervisor immediately upon receipt of a purchasing-cycle notification if they wish to switch to a different computer model. Cost variances between different models of computers are covered by the ERS fund when a supervisor approves the change. The IT Help Desk must be notified of any approved changes by the fifteenth day of a purchasing month.
Purchasing Computers
Purchasing cycles occur in July, November, February and May and coincide with the college calendar and budgeting needs. The cutoff date for making changes to the final order occurs on the fifteenth day of a purchasing month. After the fifteenth, the orders are reviewed and quotes are requested from various technology vendors. Purchase orders for the equipment are then created and submitted by IT. Equipment typically arrives within two to four weeks of submitting purchase orders to vendors. Upon arrival, all new equipment is checked-in, unboxed, tagged for destination and added to the ERS list. Separate deployment tasks for new computers are logged in IT's ticket tracking system.
Deploying Computers
New computers are deployed to various locations (offices, labs, classrooms and IVC rooms) with regard to academic and business schedules. Due to the large number of new computers arriving in a bulk purchase, a deployment period usually spans several weeks. Individual recipients will be notified in an email from a Help Desk technician when it's nearing time for the installation to occur. The email notification includes a link to an online deployment form that must be filled out and submitted to the IT Help Desk prior to the installation. The questions on the form help identify a recipient's software and printing needs and their expectations for the new computer. Recipients are urged to add any need for special assistance in the comments section of the form. This could include help with transferring files to the new system. Computer installation and removal requires approximately an hour start-to-finish. If you are receiving a new computer, you are asked to clear space on, around and under your desk so the technician is unhindered in the setup process. Recipients don't have to be present during the installation. It's advisable to sign into the new computer before a technician leaves your area in case adjustments are needed.
Replacing Computers at the End-of-Life
Computers are replaced every four years as prescribed by the President’s Cabinet. The college’s educational and administrative activities are aided by replacing computers in a timely and efficient manner. All computer replacement costs are covered by the ERS fund. Computer recipients are allowed to opt out of a replacement cycle with supervisor approval up to a maximum of two cycles. Opting out requires a valid explanation for the postponement.
Retiring Computers
Sunsetted equipment is brought back to the IT Help Desk and held in suspension for a one-month period. Retired computers go through a secure, low-level data erasure procedure to remove college licensed software and end user files from storage drives. Our desire is to prevent any unanticipated personal data loss so prior to erasure, former users are notified in an email from the IT Help Desk and asked to confirm that their files are secured. Retired equipment is disposed of in the most cost-effective manner consistent with environmental and public property laws. Unusable equipment is responsibly recycled and useable equipment is sold in bulk. All proceeds are returned to the ERS fund. Retired computers cannot be repurposed to serve the college in a different capacity or at a different location and they cannot be sold or given away to employees or students.
If you have questions about any aspect of the ERS, please contact the IT Help Desk.