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Desktop Maintenance Program

POLICY SUMMARY

The effort to standardize desktop technology through the PurchaseIT initiative has had a moderate degree of success, however departmental budgets are often limited and can only provide funding for partial upgrades regardless of the actual technology needs of the area.

Policy
Overview
The effort to standardize desktop technology through the PurchaseIT initiative has had a moderate degree of success, however departmental budgets are often limited and can only provide funding for partial upgrades regardless of the actual technology needs of the area. One result of this limitation and the sporatic purchasing patterns it causes is a mixture of models and versions of hardware and software on each administrative desktop. This has inhibited Pratt`s ability to provide appropriate technology throughout the campus. The Desktop Maintenance Program (DMP) is designed to address these issues through centralized management of non-instructional technology resources and the standardization of the workplace computing and communications environment. DMP will provide the framework for increased sustainability, system reliability and functionality.
The program will be evaluated annually and revised as necessary. This evaluation is accomplished through information collected through the administration of the program, the Technology Advisory Committee, current reporting tools, external vendor and industry sources and Institute priorities.

Goals
The overall goal of the program is to ensure that non-instructional technologies on campus are up-to-date and available to all staff. The specific goals of the Desktop Maintenance Program are to:

  • Assure that each staff member who requires computing resources has access to a computer, software and voice equipment capable of supporting the demands of their work responsibilities.
  • Provide unified communications for Pratt employees, including handsets and associated voice devices.
  • Assure appropriate computing resources are available in departmental computing facilities and offices in support of the mission of the Institute.
  • Utilize a centralized budget to provide desktop technology, thereby providing relief to area budgets and reducing reliance on year-end budget surpluses and contingency funds.
  • Achieve standards for technology on campus, increasing the supportability of the installed base of equipment.
  • Streamline the acquisition and deployment of upgraded equipment and enable re-deployment to other departments, projects or staff.
  • Provide appropriate software tools, through site licensing when available, to receive associated discounts and to provide uniformity. 
  • Ensure proper disposal of e-waste as outlined by New York State‚Äôs 2011 e-waste recycling program.

Guidelines

  • The Desktop Maintenance covers one computer and voice handset per staff member. In special instances where multiple machines may be assigned to an individual (as noted on the official job description, filed with Human Resources) replacement responsibility will belong to the department. In addition, advanced hardware and other specialized needs must be funded from departmental budgets or from other funding sources.
  • Departments will be initially responsible for the technology costs for newly created positions, with the DMP assuming the upgrade costs thereafter.
  • A repurposed computer with a valid OEM warranty meeting the position`s criteria may be provided. Where appropriate, other accepted technologies, such as virtual desktop systems and thin-clients may be provided.
  • The program will employ Key Server technology for software asset and license management.
  • The program will provide all associated software, campus-wide equipment and other computing resources necessary to support administrative desktop use.
  • The DMP is designed to replace desktop/laptop computers with current appropriate technology rather than to apply major hardware upgrades to compnents of existing computers.

Criteria
Qualified desktop/laptop computer upgrades will be based on several criteria:

  • Warranty expiration date.
  • Whether the hardware profile of the desktop/laptop computer meets the minimal criteria to perform standard computing activities such as word processing, Colleague access, Internet use and required institutional software packages.
  • The reliability and end-of-life status of the device.
  • As a general principle computer systems will be replaced during their fourth year of service.

Distribution
During the initial three years of the Desktop Maintenance Program an effort will made to standardize the desktop technology associated with geographic locations and entire departments. This effort will benefit the deployment process logistically and help future upgrades to occur on a scheduled basis. In order to speed the upgrade process and maintain the current level of support, Stella Computers will be used to facilitate the physical deployment and data migration of upgraded systems. The Service Desk will work with each department prior to their scheduled upgrade to plan accordingly, and to address concerns and help reduce downtime.