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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.

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.

We have distributed the centrally funded workstations out into a four year rotation.  Some computers will still be replaced after three years this time around, but then will be replaced four years after that.  This was done to even out the central fund costs from year to year.  All department funded computers were set to 4 year replacement last year.  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:


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. 

If you can highlight all changes you made by coloring the cells or text in red, this would be greatly appreciated. 


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. 


For departments paying the cost of computers or add-ons, the estimated prices are:


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 are not compatible with the new laptops.  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. 

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.  

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! 


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:2016-02-22 10:50 CDT
Sites:UW Green Bay
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