UIS COMPUTER REPLACEMENT CYCLE: HOW THE PROGRAM WORKS





	HOME » HARDWARE » COMPUTER REPLACEMENT CYCLE UIS COMPUTER REPLACEMENT CYCLE: HOW THE PROGRAM WORKS Overview What is the Main Campus Computer Replacement Program? What positions are eligible? What equipment is included? What if my department is not a part of the Main Campus Computer Replacement Program? If I am not eligible for Main Campus funding, do I still have to follow the same computer purchasing standards? Schedule Which departments are on the schedule in the near future? Equipment What kind of computer will I receive? Do I have a choice in what kind of machine I can get? What if I want to view all of my options and pricing information for an Apple or Dell? What kind of computer do I need if I am going to telework? Why do I have to give up my old computer if my department purchased it? Can I keep, purchase, or sell my old computer or donate it to a charity? What is the Secure Laptop Program? Preparation Is there anything that I should do to prepare for the replacement? Replacement Day When my turn comes up, exactly what will UIS do? Additional Information How can I get additional training? Which departments are on the schedule in the near future? Master Schedule. What if my department is not a part of the Main Campus Computer Replacement Program? All departments that are at the University can be on a Computer Replacement Cycle, but you will have to provide your own funding. We can still work with you in the same manner; coordinate purchasing, ordering, receiving, configuring, installation. If you would like to be on a cycle, contact Leona Gray at 7-4473 or lsg2@georgetown.edu. If I am not eligible for Main Campus funding, do I still have to follow the same computer purchasing standards? Yes you do. The standard computers and configurations that we have selected work with our applications and network. They adhere to the secure guidelines set forth by the UIS Security Office. What kind of computer will I receive? For a general listing of the standard specifications that we are now ordering for the Dell and the Apple visit Standard Specifications. If a user has a newer computer already, whether through the Replacement Cycle or purchased with other funding, a new machine will not be ordered. Do I have a choice in what kind of machine I can get? The computer ordered must follow these guidelines of standardization: Dell OptiPlex desktop or Latitude laptop with an encrypted drive and Complete Care warranty; Apple computer or laptop with Applecare. These are the product lines that our techs support and that have been proven to work well in our environment and with our network. If you feel that our standard models do not meet your needs as a user, please contact Jacalyn Banks at 7-8812 or jlb48@georgetown.edu to discuss this further. What if I want to view all of my options and pricing information for an Apple or Dell? For a more in depth look at what your purchasing options would be, or if you would like to have more detailed information concerning our standard configurations, visit the UIS Hoya Computing web page, go to the Faculty and Staff options drop down menu, Dell or Apple Institutional Purchases. Please keep in mind that our standard models are the Apple (with Applecare), Dell OptiPlex, and Dell Latitude. Some have been preconfigured already. What kind of computer do I need if I am going to telework? You will need a secure laptop that meets the current UIS standards. If this equipment differs from what you currently have, let your department contact know that you will need a secure laptop when you are notified that a replacement for your department is being planned. If you need a secure laptop outside of the replacement cycle for your department, UIS can assist your department in selecting an appropriate model. Please keep in mind that the program only allows one computer per user; if a secure laptop is provided to you , your current desktop or laptop will be removed. Why do I have to give up my old computer if my department purchased it? The purpose of setting up a Replacement Cycle Program was to 1) provide faculty with access to current technology and 2) reduce support costs by removing outdated technology from the departments. In order to stay current with this purpose and not increase the user support base, we adhere to 'one computer in, one computer out'. This policy has been given the full approval of the Provost's Office. Departments wishing to acquire "hand-me-down" systems for lesser technology needs (student assistants, part-time adjuncts) may make separate inquiries to UIS to see if other arrangements can be made. Components that have been added to the old system can be removed and added to the new system if they do not present conflicts with the standard setup. If computers are redeployed, they are wiped clean and are imaged with the operating system and the latest versions of our standard applications. No spare computers will be left in the department. If a need comes up for an extra machine or a replacement, contact UIS. Can I keep, purchase, or sell my old computer or give it to a charity? The old computer that has been replaced is University property, even if purchased through a grant or some other means associated with the University. NO computers are to be kept or purchased by the user. They also cannot be sold to anyone or given to a charity. If you have questions about this, please contact Leona Gray at 7-4473 or lsg2@georgetown.edu who can clarify this policy in coordination with the Office of the Provost. The University has a Facilities Recycling program which handles computer donations to be made by the University to eligible non-profit organizations. This is the avenue that is taken for older computers that are not recycled within departments at Georgetown University. What is the Secure Laptop Program? The Secure Laptop Program involves the exchange of current University issued laptops for a model with enhanced security features. Is there anything that I should do to prepare for the replacement? Back up up your files. It is crucial that you save any important or critical data files to a network drive or to other reliable media such as a CD or DVD before the LAN administrator arrives to replace your computer. If you must save files to your computer, please save them in your My Documents folder. Know where your files are saved. Locate any specialized files or custom configuration files and save them to your backup location. For example, your web browser bookmarks , an image used for your Windows wallpaper, macros, etc. Gather up any non-standard software you use. You will need to supply UIS with the original media, along with a proof of purchase. A copy of the license will not suffice. Proofs of purchase include a copy of the JV, a credit card or sales receipt, or a copy of the original purchase order. If you have software that is Shareware, you must supply documentation proving this. There have been instances in the past in which Universities have been audited for legal software, with the unfortunate result being very stiff fines for the inability to prove software legality. Click here for full instructions on backing up your files. Click here for a listing of the GU Standard Application Software. When my turn comes up, exactly what will UIS do? If you have properly prepared for your replacement, the process should not take very long and will go very smoothly. Even though this is usually the case, the user should plan to be available on their installation day, up to 4 hours. As mentioned in the section above, you need to take the initiative and backup all of your data files before the LAN Administrator comes to do your computer replacement. Your department contact will know well in advance of your scheduled replacement date. UIS is by no means responsible for any lost files. Backup: There are several areas in which to save your files. The most reliable media would be a CD or a DVD. If you are not sure what procedures to take to complete your backup, UIS will be glad to help you out. Either arrangements can be made ahead of time by you notifying your departmental computer replacement cycle coordinator, usually your Business Manager or DTR. This person can let us know that you will need help. You may also contact the Help Desk at 7-4949. Software: Current versions of the standard software will be installed on your new computer. You may look in the section above for the link that leads you to a listing of our standard applications. If you have additional software that you would like installed, you must notify the department contact ahead of time and supply UIS with the original media and proof of purchase. A copy of the license will not suffice. Proof of purchase includes a copy of the JV, a credit card or sales receipt, or a copy of the original purchase order. If you have software that is Shareware, you must supply documentation proving this. Certain versions of applications will not be installed if they are not compatible with current technology. Machine Wiped: Once your computer has been replaced, the old machine will be wiped clean. This will take place no matter where the old machine goes next, such as a redeployment, recycling, etc. If there are other machines in your department that you no longer need UIS can take the CPU away and wipe it. If is not too old, it will be redeployed at the University, otherwise it will be taken to Facilities Recycling. Note: Your old computer will not be accessible after the replacement is complete. How can I get additional training? To view a schedule of classes and register online, click on the link below to visit the UIS training page. For more information concerning the Replacement Cycle Program, please contact Leona Gray at 7-4473 or lsg2@georgetown.edu.