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Computer Inventory: Planning Guidelines for Departments

This article covers the guidelines departments should use to review their computer inventory spreadsheet for computer replacement planning.

New update about iMacs marked in blue down below.  - 3/918 11:50 AM

The inventory spreadsheet shared with you in OneDrive is our inventory of the workstations for your department.  Please review the spreadsheet for accuracy and make any changes as needed.  The spreadsheet is also used to determine which computers will be ordered.  Please mark changes in red so I can carry the changes over to our inventory database. 

We have distributed the centrally funded workstations out into a four year rotation.  We also skipped a year of replacements, so we're currently on a 5-year rotation that will then revert to a 4-year rotation.  This was done to even out the central fund costs from year to year.  All department funded computers were set to 4 year replacement in 2016, and then delayed another year in 2017.  The end result is that replacement for an entire department happens over 3 of the 4 years, which may not be ideal for budgetary reasons.  Feel free to change replacement years for department purchases to even out your costs from year to year. 

The spreadsheet shows which computers will be replaced in which year and the cost (if any) to your department.  The spreadsheet uses the following values for replacement fiscal year:

replacement categories

The spreadsheet also contains a column for the funding source for the workstation.  The following values can appear for this column:funding categories

Please verify the following information for our records:

  1. Are all computers in your area included on the list?  If not, please add them to the spreadsheet.
  2. Is the name and classification for each person correct?
  3. Is the machine ID correct for each computer in your area?  The machine ID will look like “GBxxxxxx” where “xxxxxx” is a six-digit number.  This number should be on a large label with large black letters attached to the front of the workstation.  Please do not use the monitor number which starts with an M.
  4. There should be a 1 in the column of the desired replacement.  If you want to switch from a desktop to a laptop or vice versa, simply delete the 1 out of one column and put it in the other column.  The price should update automatically.   


Though we try to accommodate requests for configuration changes at any time during the year, this is the best opportunity to make changes.  We get discounted prices for doing bulk orders with HP and Apple, and we want to try to maximize that discount. 

 

iPads are included in the inventory for your information only.  We do not get a bulk discount, so they can be replaced at any time of the year.  The iPads are all paid for by department, and there is no replacement cycle planned.  People may use them for as long as they want.  All computer purchases, including tablets, must go through CIT.  The same guidelines exist for the Microsoft Surface tablet.

 

Per the campus workstation replacement policy, the cost for any monitor add-ons, accessories, docking stations, and the differential cost between a desktop and laptop computer must be paid by the department from current fiscal year funds. 

 

CIT strongly encourages the use of the Library checkout laptops rather than department or secondary laptops.  CIT also has 12 laptops available for on-campus use for larger groups.  People may also want to consider having a laptop as their main computer instead of a desktop and a laptop. 

 

After we get computer ordering numbers back from every department, we request quotes from HP and Apple to get the final prices.  As soon as our order is finalized, I will update the pricing on each department inventory spreadsheet and start the chargeback process. 


If a department desires to implement dual monitors on some workstations, they must cover the full cost of the second monitor. 


We are only offering one HP laptop model this year, the EliteBook 840.  The new 14” laptop should be of sufficient size to replace the 15.6” laptops, and they are thinner and lighter than the old ultralight laptops.  The screen has a higher resolution than laptops in the past, so you can fit more stuff on the 14” screen than you could the 15.6” screen.  The new laptop does not have a touch-screen.  If you’re interested in a touch-screen, or a more portable device, we recommend the Microsoft Surface or an iPad.  We do not get volume discounts for the tablets, so we can order them at any time. 


The laptops do not come with a docking station, and previous docking stations (2013 and older) are not compatible with the new laptops (2014 and newer).  A docking station allows for any peripherals (such as monitor, printer, external keyboard, external mouse, and network connection) to be plugged into it.  The docking station is then snapped into the back of the laptop.  With the docking station in place, when the laptop is disconnected, no cables need to be unplugged. 


The laptops and iMacs no longer have an internal CD/DVD drive.  An external can be purchased for about $30.  If one is needed, please indicate so in the Notes column on the spreadsheet. 


The 21.5" iMacs will be coming with 256 GB solid state drives (SSD).  This will be a huge performance increase, but also a significant decrease in amount of storage (down from 1000 GB).  We chose 256 GB because it should be large enough for all installed apps, and it keeps the price down below $1500.  If a user would like to upgrade to 512 GB SSD, it's an additional $180 that the department (or other funds) will have to cover.  There is a separate column for this model in the department inventory spreadsheets.  There is no 1024 GB SSD option for the 21.5" iMacs.  27" iMacs will come with 512 GB SSD by default, and can be upgraded to 1024 GB for an additional cost. 


We will not have enough recycled PCs to replace all recycled PCs, so some may stay in place for an additional year.  If they are GB311 or newer, you should not expect them to be replaced this year.  Since we are running low on recycled PCs, we will be checking each one to verify it is being used during the year before replacing it.  If we are seeing 20 or fewer logins for an entire year, we will talk with you and likely remove the computer, unless the department wants to pay for the recycled computer ($100 each year it's replaced, or $350 for a recycled iMac). 


If you have any special workstation needs, please identify this in the Notes column of the spreadsheet, or talk to me. 


As you make changes, the spreadsheet will recalculate the replacement costs for your area.  Each department will need to open the spreadsheet in OneDrive, review it, and make the necessary changes.  Please email me when you have finalized your spreadsheet in OneDrive. 


If you have any questions, please feel free to contact! 


Thanks,

Ryan Ledvina

Computer Inventory and Allocations Manager




Keywords:computer inventory department workstation replacement   Doc ID:48472
Owner:Ryan L.Group:UW Green Bay
Created:2015-03-06 10:48 CDTUpdated:2018-03-09 12:50 CDT
Sites:UW Green Bay
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