Marywood University
Information Technology
Replacement Plan

Policy Statement

Marywood University has a computer life-cycle replacement plan that encourages and supports replacements of desktop computers. Although departments recognize the need for desktop computer replacement, the replacement process is handled and managed centrally through Information Technology (IT). Guiding principles are incorporated into the decision processes in order to determine what schedule and technology will serve the Marywood community best while being most cost-effective for both the University and those who use the equipment.

Goals of the Replacement Plan

·  Centralize resource and financial planning and forecast the funding requirements to implement a regular replacement cycle for computers.

·  Assure that appropriate computing resources are available in department, classrooms, and offices to support the mission of the University.

·  Implement and review regularly the minimum standards for computing equipment on campus, and promote uniformity of technology.

·  Assure that each faculty and staff member who uses computing resources in his or her position has a computer of sufficient capability to fulfill the related duties of the position.

·  Support the use of technology by faculty, administration, and staff in using computers to promote student success.

·  Provide for the cost effective and timely purchasing and installation of new equipment while decreasing the deployment time. Reduce the costly computer cascading approach, except where this is highly beneficial and critical to student success.

·  Maintain a currently supported operating system.

·  Replace all devices, identified in a replacement plan for replacement, to maximize electricity and air conditioning benefits and savings, understanding that there will be a few exceptions based upon needs.

Procedures

Replacement Cycle Categories

In order to allow IT staff to replace computers in a timely manner, the DIT will identify, prioritize, and define six distinct cycle categories for replacement.

Computers, peripherals and network equipment; (such as printers, scanners, speakers, routers, switches, etc) to be replaced are divided into the following cycle categories.

•Cycle 1 / •Cycle 2 / •Cycle 3 / •Cycle 4
Replaced every 5 years with a new computer. For those primarily running the standard applications and the occasional use of specialized applications. / Replaced every 4 years with a new computer. Configured labs, Faculty who use labs, with a two year software refresh. / Replaced as needed. Servers and networking equipment. / Replaced every 8 years. Thin Client used in selected Drop-in areas.
•Cycle 5 / •Cycle 6
Replaced as needed with a cascaded computer configured with current technology and suitable for individuals using the standard application set. / Network routers and switches are replaced every 4 years.

Each computer in the replacement plan is designated as being in one of these groups (at the time it is replaced) with a tentative date indicated for replacement. Generally, individuals will have one University computer provided for them on the replacement plan.

By the nature of their responsibilities, some individuals may need to have more than one computer to accomplish their responsibilities - for example, if they must use both Macintosh and Windows platforms in their work. In these cases, department heads/supervisors may request an exception from the IT Director.

Standard Application Software for Administrators, Faculty, and Staff

·  Windows XP, Windows 7, or MAC/OS

·  Microsoft Office

·  Firefox

·  Client Access

·  Compleo

·  E-mail

·  Adobe Reader

·  Sophos Anti-virus

Standard Application Software for all others

·  Windows XP or MAC/OS

·  Microsoft Office 2007

·  Firefox

·  Adobe Reader 8

·  Sophos Anti-virus

Printers

·  Printers will be replaced when cost of repair is 50% or more of its fair market value.

Hardware Failure

Failure replacement will be applied to certain equipment which must be replaced outside the annual cycle. This applies only to:

·  Displays: Displays are not replaced on a regular cycle plan. When an out-of-warranty display fails, it will be replaced by an equivalent display.

·  Printers will be replaced when cost of repair is 50% or more of its fair market value.

·  Computers for which the cost of repair is 50% or more of its fair market value.

·  Projectors are not replaced on a regular cycle. A minimum of ten new projectors are purchased each year to replace failing projectors.

Grant Funded Equipment

Individuals pursuing grants for computer equipment should discuss their plans with the DIT as part of the budgeting process. Computing equipment that is acquired under grants will enter the inventory and be upgraded on a regular replacement cycle only if approved at the time of the application for the grant and a commitment of funding when the computers need to be replaced.

Department Budget Purchases

Departments pursuing the purchase of computer equipment should discuss their plans with the DIT as part of the budgeting process. Computing equipment that is acquired from department budgets will enter the inventory and be upgraded on a regular replacement cycle only if approved prior to the purchase and a commitment of funding when the computers need to be replaced. .

Policy Administration - Director of Information Technology

Contacts

For questions about this policy or any other campus electronic information policy,

Information Technology

For network security incidents,

For Marywood University Policies and Procedures Manual, http://www.marywood.edu/policy/

For reports about general computer use violations, see Conditions of Computer Use at http://www.marywood.edu/policy/detail.html?id=95039&crumbTrail=Conditions%20of%20Computer%20Use&pageTitle=Policies%20and%20Procedures%20Manual:%20Conditions%20of%20Computer%20Use

For National Standards to Protect the Privacy of Personal Health Information (HIPAPA):,http://www.hhs.gov/ocr/hipaa/

For Family Educational Rights and Privacy Act (FERPA), http://www.ed.gov/policy/gen/guid/fpco/ferpa/index.html

Original Issue Date:

June 16, 2010

Last Updated: October 10, 2017 = Changed OIT to It, CIO to DIT -skb

Print Date 10/10/17 - 4 - Replacement Plan