Computer Lifecycle Request
Computer Lifecycle Request
The Computer Lifecycle defines the processes for acquisition (including requirement specifications, purchasing, and funding), installation, management and maintenance, and disposal of computer equipment, peripherals, and associated software.
Personal computers and related devices are considered strategic assets, as they serve as primary productivity and communication tools for nearly all employees. Suboptimal performance or inoperable devices can significantly impact employee productivity and disrupt essential business operations, including teaching and learning.
Lifecycle Replacement Process
The University utilizes a centralized process for the acquisition, management, deployment, and disposal of computer equipment. This approach enables the institution to leverage collective purchasing power and educational discounts while ensuring responsible stewardship of University resources.
The purpose of this process is to ensure that all permanent employees who require a computer to perform their job duties are provided with a reliable and appropriate device.
For core budget organizations, central funding is used to support the planned lifecycle replacement of computers assigned to permanent positions. Additionally, all new full-time tenure and tenure-track faculty within core budget organizations are provided with a centrally funded computer.
- KACE Agent Deployment
The KACE agent will be installed and monitored on all university-owned Windows and macOS systems to provide detailed usage and configuration data prior to replacement decisions. - Device Assignment Tracking
Information Technology (IT) will maintain an inventory, supported by KACE data, to track computers and devices assigned to employees for exclusive use. Device assignments will be managed by position. - Shared and Purpose-Based Device Evaluation
IT will use inventory and KACE data to:- Identify devices assigned for shared or specialized purposes
- Document their intended use and requirements
- Assess Return on Investment (ROI) based on utilization data
Recommendations for lifecycle replacement or reallocation will be provided to the Budget Office and Senior Leadership Team using a standardized ROI model.
- Lifecycle Replacement Planning
A replacement list will be developed based on minimum lifecycle standards. Each employee’s needs will be reviewed to ensure appropriate device allocation. Devices falling below lifecycle standards will be replaced with:- Surplus inventory (when suitable), or
- New systems, depending on available funding
- New Faculty Device Provisioning
New full-time tenure and tenure-track faculty will receive a new computer. If a device already exists for the position:- It will be reimaged and redeployed within the budget unit if needed
- Otherwise, it will be returned to surplus for redistribution
- Data Retention for Desktop Systems
For desktop replacements, the existing hard drive may be retained and installed as a secondary drive to preserve data from the previous system. - Shared Computing for Part-Time and Student Roles
Reviews of part-time faculty, graduate assistants (GAs), and student employees will be conducted with the assumption that shared computing resources will be provided, based on logistical needs and job requirements. - Review Committee Responsibilities
Senior Leadership will establish a review committee to:- Define standards for evaluating:
- New device requests
- Lifecycle replacement requests
- Develop a standardized workflow and approval process
- Create an exception process and required approval forms
- Establish evaluation criteria for mobile device requests (replacement or supplemental use)
- Identify optimal purchasing cycles and deadlines for bulk procurement
- Define standards for evaluating:
- Cost Allocation and Reporting
Although the request process will be centralized, detailed cost allocations will continue to be maintained. Costs associated with device provisioning and lifecycle management will be charged back to business units and reported regularly to support accountability and financial transparency.
Please review the following requirements prior to submitting your request:
- Approvals Are Required
All replacement requests must be approved by your supervisor and budget manager before submission. - Account Information Is Required
You must provide the organization and fund information associated with previous computer purchases. - Replacement Details Must Be Provided
Be prepared to identify the make and model of the computer being replaced. - Replacement Prioritization
Computers that are more than five years old are prioritized for replacement. - Justification for Non-Standard Requests
If standard configurations do not meet your needs, a brief justification must be included in the special request section of the form. - Request Review Process
All requests are subject to review and require approval from both the Budget Office and Information Technology. Approval is not guaranteed. - Deployment Timeline Considerations
Purchases are completed on a quarterly schedule. As a result, deployment timelines may be longer than in the past. Please plan accordingly.
The University provides employees with a standard computer (desktop or laptop) and participates in a lifecycle replacement program. Standard supported Windows and Apple devices are identified by IT and reviewed periodically.
Replacement Equipment
The replacement planning process begins annually during the spring semester.
Department heads receive a current inventory of assigned computer assets and may submit updates and replacement requests. These requests are reviewed and prioritized based on operational need, equipment age, usage, and available funding.
Due to budget limitations and the cost of maintaining technology resources, all replacement requests are evaluated carefully and may not be approved.
Typical deployment schedules include:
- Labs and classrooms: Summer and winter breaks
- Faculty and staff devices: Beginning in the fall and continuing throughout the fiscal year
Approved replacement schedules are communicated after the annual budget process, and purchases are generally made on a quarterly basis.
Non-Standard Configurations
IT maintains standard desktop and laptop configurations to ensure reliability, security, and efficient support.
Employees whose job responsibilities require specialized hardware may request non-standard equipment. Such requests must be documented and approved through the established review process.
Tablet Devices
Tablet devices, such as Apple iPads and Android tablets, are primarily designed for content consumption, mobility, and limited productivity tasks.
Because tablets typically cannot run all software required for faculty and staff responsibilities, they are generally not considered replacements for standard desktop or laptop computers. However, they may be appropriate for selected positions or specialized use cases.
Monitors
Monitors are evaluated independently from computer replacements and are not automatically replaced when a new device is deployed.
Monitors in good working condition will remain in service, while defective or failed monitors will be replaced as needed.
Network Printing
Departments are encouraged to use University-managed multifunction copier systems rather than individual desktop printers.
Shared printing solutions reduce the total cost of ownership, improve efficiency, and simplify support and maintenance.
Desktop Management
University-owned Windows and macOS devices must participate in the University’s approved endpoint management solution.
Centralized device management allows IT to:
- Deploy software and updates
- Apply security patches
- Maintain compliance standards
- Streamline computer provisioning and support
Devices that do not meet management and security requirements may be disconnected from University resources.
IT Software Purchases
Software acquired for University-owned equipment must:
- Comply with University security requirements
- Be compatible with existing desktop and network standards
- Adhere to all licensing agreements and usage restrictions
IT maintains and supports standard software images for faculty and staff computers and provides access to University-licensed software whenever possible.
Users must comply with all applicable software licensing terms, including device limits, usage restrictions, and academic or research-only provisions.
Asset Disposal
All technology equipment purchased with University funds remains University property until officially disposed of through IT.
Employees are required to return University-owned equipment, software, and data upon separation from the University or upon request. Failure to do so may result in financial liability or other action as permitted by University policy.
Technology assets that no longer meet operational standards or replacement criteria will be removed from service and disposed of through the University’s approved asset disposal process.