Capital Replacement Program

Summary:

Bellevue College (BC) provides a centrally funded computer replacement for each eligible aging primary workstation utilized by full-time/part-time faculty and staff members through the Capital Replacement Program (CRP). The CRP also upgrades shared workstations, not assigned to an individual or staff member, and those required by departments to fulfill certain essential business functions. Currently, devices are eligible for replacement when they have reached 4 years or older in age and are utilized as a primary workstation.

At this time, BC allocates $200K annually for the CRP. Consequently, not all eligible devices in a particular year will be replaced as the ‘demand’, or need, exceeds the current annual dollar allocation. Prioritization decisions may have to be made and will be based on business need and mission criticality. Currently, there are over 1,000 devices in use across BC campus, funding is sufficient to purchase approximately 175 devices per replacement cycle. Number of devices purchased varies by type and cost per device.

The refresh cycle of devices 4 years and older in age is due to the increasing cost to support older devices. It is also due to all devices having 2-year warranties. For best practice reasons, BC extends the warranty period by 1 year, hence the 4-year age eligibility determinant.

Goals:

  • Provide new computer devices to the institution on a regular cycle.
  • Help departments identify their device needs and offer appropriate solutions.
  • Provide a smooth transition from old to new devices.
  • Remove and dispose of old devices in a secure and environmentally responsible manner.

Eligibility:

  • Eligible computing devices are limited to full-time/part-time faculty and staff primary workstations, un-assigned shared primary workstations, and those essential to departmental business functions which have reached 4 years of age or older. Primary workstations refer to devices which are utilized most frequently to accomplish daily job responsibilities.
  • Working from a list produced by the ITS Asset Management System (KACE) and TechZone, the CRP team will meet with representatives of those departments with eligible devices.
  • It is important to note work is ongoing to ensure KACE has accurate device inventory information in terms of year of acquisition, user, location, state ID, department and division.
  • KACE only has visibility of devices that are either networked devices (automatically via the KACE agent on the device) or non-networked devices manually entered.
  • TechZone only has visibility of devices which were manually entered and have Configmon on the device.
  • If one individual holds multiple positions in different departments, with different job responsibilities and separate offices, that individual will receive one device for each of their jobs when their devices are eligible for replacement.

Replacement Device Selection:

  • ITS reviews and selects a set of standard device models each year. Eligible devices may receive a replacement based upon device model/type and standards selected for the year. If the eligible device is a desktop, the replacement is a new, BC standard, desktop. If the eligible device is a Surface Pro, then the replacement is a new, BC standard, Surface Pro.
  • Faculty and staff who request a specialized device outside of the selected standard models must obtain approval from their department. ITS will pay up to the cost of the standard offered for the eligible device model/type in that year, and the department will bear any remaining cost.  For example, if the end user requires a “Dell XPS 15” with touch-screen,” but the standard offering for the eligible device type/model is a “Dell Latitude without touch-screen,” the department/division is responsible for funding the difference in price.
  • In the event a request for a specialized device cost less than the standard offered for the eligible device, faculty/staff members can choose to either accept the specialized replacement device or pass on the replacement. There will be no credits given to faculty/staff members or their departments.
  • If an eligible device is manufactured by Apple (iMac, MacBook, etc.) or if a faculty/staff member has a special request for an Apple device, then a specific business need for that device must be demonstrated or explained and documented before a replacement can be purchased.
  • ITS will hold initial meetings with eligible departments in beginning of January each year. ITS will review the list produced from KACE, TechZone, make any corrections, and gather device requests from the list of standards for that year.
  • After meeting with each of the departments by the end of January ITS will review all eligible devices, proposed replacements and reconcile against the CRP budget allocation for that year.
  • ITS will meet again with each eligible department and confirm the proposed replacements for that year by the end of February.
  • Beginning of March, ITS will produce a “buy list” of eligible devices for the CRP and submit the “buy list” to ITS Information Technology Business Operations (ITBO) team for quotation and ordering. Receive these devices before end of FY June 30 and is expensed in the correct FY.
  • ITS will not accept any further changes to CRP device requests after February 28th. Any changes made after orders placed by ITBO will be charged the full price of the device to the requesting department.
  • The CRP program is dollar allocation dependent. ITS reserves the right to scale back orders as necessary to stay within the budget established by BC.

 

Annual Timeline

October – December:

  • Compile and review list of eligible devices for current CRP year.
  • ITS reviews and selects standard devices for Desktop, Laptop, and Tablets.

January – February:

  • ITS holds initial meetings with eligible departments in beginning in January each year. ITS will review the device list produced from KACE and TechZone, make any corrections, and gather device requests from the eligible departments using the list of device standards for that year.
  • After meeting with each of the departments by the end of January, ITS will review all eligible devices, proposed replacements, and reconcile against the CRP budget allocation for that year.
  • ITS will contact each eligible department via e-mail and confirm the proposed replacements for that year by February 15th.
  • By end of February, ITS will produce a “bulk buy list” of eligible devices for the CRP and submit it to ITS Information Technology Business Operations (ITBO) team for quotation and ordering. Receive these devices before end of May and ensure is expensed in the correct FY.

March – May:

  • ITBO will work with vendors, get bulk order quotations, confirm tech specs with CRP technicians, and place orders for CRP inventory.
  • CRP devices will be delivered to Material Resources in K building. ITS will work with Material Resources and ITBO to schedule delivery to A119 for CRP stock.
  • ITS will create Team Dynamix (TDX) tickets using the Capital Upgrade Form to track and document each replacement.

April – September:

  • CRP devices provisioned, tested, and deployed.

Note: Timeline subject to change depending on time to get quotes from appropriate vendors and number of CRP technicians available for deployment.

 

Preparations

ITS staff and BC faculty/staff members share responsibility for preparation, delivery, and setup of new, CRP devices.

Faculty and Staff Member Responsibility:

  • Delete any non-pertinent or obsolete data which will not be needed on the new device.
  • Regular utilization of OneDrive for Business for data storage. Ensure storage of data on OneDrive for Business or other BC approved storage option upon receipt of CRP technician introductory email with instructions.
  • Notify the CRP technician of any special, non-standard software needed installed on the new device. Details on standard software available via CRP technician introductory email.
  • Be present and available on scheduled delivery day or arrange alternatives with CRP technician as necessary.

CRP Technicians Responsibility:

  • Regular communication with user of eligible device and alternate contact via TDX including: Introductory e-mail, phone call, reminder, delivery/setup, and follow-up.
  • Assist in transferring all of faculty/staff members data from OneDrive for Business or other storage solution to the new device as needed.
  • Assist in transferring browser bookmarks, Outlook signatures, and locally stored e-mail to the new device as needed.
  • Provisioning of new device, installation of standard and non-standard software, removal of old device, and setup of new device.
  • Testing of new device to ensure all shares connections, peripherals connected, arranged, and working properly.
  • Move the old device to surplus for environmentally responsible recycling.
  • Update KACE and/or TechZone Inventory/Asset records for new and old devices.
  • Asset Detail Fields that need to be updated in KACE:
    • Asset Status
    • Location
    • Name
    • Device Name
    • State ID
    • Model
    • Machine Type
    • Machine State
    • Location
    • Department  (Important to update this for reports that get run)
    • Division
    • Request Ticket #

 

Frequently Asked Questions

Q. Which departments are getting CRP devices?

A. The CRP list of eligible devices is gathered based on age and business need. Those which are oldest and serve the highest business function take priority regardless of department.

 

Q. When is my department scheduled for CRP?

A. Generally speaking, replacements begin late April and continue through the Summer into early September. A CRP technician will reach out at least 2 weeks prior to replacement to notify the faculty/staff member who uses the eligible device and the alternate contact for the member’s department.

 

Q. When can I expect to hear from ITS about my department's upcoming CRP?

A. Beginning of January, ITS schedules a meeting with department directors/chairs or administrators to explain the CRP process and requests help reviewing the CRP list of eligible devices along with gathering information about departmental device needs. Department directors/chairs or administrators should communicate projected replacement schedule to faculty and staff members using eligible devices. ITS gets in touch with departments again in February to confirm device requests, make any necessary adjustments and reconcile with allocated $$. A timeline is available above in the “Annual Timeline” section with more information.

 

Q. How does ITS track CRP work?

A. When a CRP technician is ready to work on a device a TeamDynamix (TDX) ticket is created to track the work and provide an electronic means of communication to keep the end user and department directory/chair or administrator informed of steps taken and progress made. The TDX ticket is visible to the intended faculty or staff member and to the department director/chair or administrator.

 

Q. Do I get to choose my replacement device, or does ITS choose for me?

A. ITS chooses a BC standard replacement device based on eligible device model/type, as well as, current and future business needs. Replacements are “1-for-1”, i.e. Desktop-for-Desktop, Laptop-for-Laptop, etc. Special requests can be made for a non-standard replacement, i.e. Laptop-for-Desktop or visa-versa. Additionally, special request can be made in regards to upgraded hardware for selected BC standard devices. *Special requests may be at cost to department according to rules outlined in the “Replacement Device Selection” section.

 

Q. Do I have to be present for the delivery and set up of my new device?

A. Preferably, yes. You will need to log-in to your device in order to set up certain features such as: display arrangement, font or icon size, Outlook, connections to departmental shares or printing to a departmental printer. Therefore, your presence is highly recommended for a smooth transition.

 

Q. How should I prepare for delivery of my new device?

A. You will need to make a list of any non-standard software needed on the new device. We also ask that you take some time to organize and delete data you would not like on the new device. Ensure you have copies of any data you want to keep on the new device stored on the recommended OneDrive for Business or another BC storage option.

 

Q. What about data back-up or transfer?

A. BC strongly recommends all faculty and staff save their data on OneDrive for Business (OneDrive – Bellevue College), which is cloud storage. This means easy restoration of data to the new device. For purposes of the CRP, OneDrive for Business provides the easiest, and most secure way to backup data. Please do not save data to your local device, mainly because there is no data back-up, and therefore cannot be recovered if something happens to the device.

 

Q. Are there other options for data transfer?

A. Yes. One alternative is to back-up data from the old device to an external hard drive or USB thumb drive and restore data from there to the new device. Additional details on storage options are offered in a KB article via the introductory e-mail from the CRP technician. If technical assistance with transferring data is preferred, please make that request when the CRP technician reaches out to get the process started for your device.

 

Q. What if files were missed during the migration? Can I get them later?

A: Old devices are stored at BC for two months, in case any missing files are discovered. If you need CRP technicians can help you find missing files on your old device. Please send an e-mail promptly to the CRP technician who assisted or respond to the TDX e-mail notification to update the TDX ticket. After two months, data is deleted from old devices, which are subsequently recycled in an environmentally responsible manner.

 

Q. How long does it take to provision and setup a new device?

A: The range of time it takes to coordinate, order, receive, provision, test and deliver a new device depends on a number of variables, which include: Platform and form factor. non-standard software or hardware components, data transfer needs, faculty/staff member availability, and post-delivery support needs. The best-case scenario would be the end user selecting a standard device, standard hardware and software, user-managed data transfer and no scheduling issues for delivery and configuration; the elapsed time SLA should be about 2 weeks. The more variables introduced into the process the longer it will take to complete deployment.

 

Q. What software is installed on the new device?

A. Generally speaking, the standard software package includes the latest Windows or MAC Operating System, MS Office, Adobe CC, Firefox, Chrome, Edge, and IE. Full details on the standard software package are available via KB article provided in the introductory e-mail from a CRP Technician.

 

Q. My department is buying some new devices separate from the CRP. What should we buy? Can ITS help set them up?

A. Departments are required to buy selected BC standard models listed on the TDX ‘Purchase-Hardware’ form. BC standard devices receive the most comprehensive setup assistance and ongoing support from ITS. Non-standard devices receive best effort support, time and resources permitting. As always, ITS will be glad to help set up devices purchased by departments.

 

Q. My department just hired a new faculty or staff member. Are they eligible for a CRP device?

A. Only if the newly hired faculty or staff member will be assigned to use a device which is eligible for CRP. Eligibility does not necessarily guarantee a replacement in a particular CRP cycle.

 

Q. Can I buy back my old device?

             A. Unfortunately, no. There is no old device buyback program at this time.

Details

Article ID: 123200
Created
Tue 12/22/20 2:09 PM
Modified
Thu 3/4/21 10:30 AM