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Computer Purchase and Lifecycle Management Guidelines

Why We Are Doing This 

 

In Arts and Sciences, we are committed to providing a secure, efficient, modern and supportive computing environment for all our faculty, staff, students, and affiliates. By implementing a standard for computer lifecycle management, we aim to ensure that everyone has access to reliable and up-to-date technology, which enhances productivity, supports research, and fosters a collaborative academic community.

 

Benefits for Our Community

 

  • Enhanced Security: Regular updates and centralized management help protect sensitive data and personal information.  

  • Improved Performance: Up-to-date devices ensure smooth and efficient operation, reducing downtime and technical issues.  

  • Cost Efficiency: Proper lifecycle management maximizes the value of university funds, ensuring resources are used effectively.  

  • Support and Maintenance: Prioritized support for fully supported devices means quicker resolutions to technical problems. 

Definitions 

 

  • University funds: Include research, start-up, grant, departmental, and dean’s office funding. 

  • Computers: Encompasses workstations (laptops, tablets), data-monitoring computers, application-hosting servers, and data-storage servers. 

Standards 

 

  1. Ownership and Management: 

  • All computers purchased with University funds are the property of the University. These devices should be treated with care and respect, as they are valuable resources for our community.   

  • When severing working relationships or when computers meet their end-of-life thresholds, faculty, staff, students, and affiliates are responsible for ensuring they are returned to the University. Devices must be managed in cooperation with the Local Support Providers (LSPs) to meet University security standards. This ensures that all devices are properly configured and protected.  

  1. Pre-Purchase and Inventory: 

  • Departmental IT professionals (LSPs) must review, validate specifications, and configuration for all computer purchases. Computers must be formally identified as University property and access to install management software must be provided to the LSP. This helps us keep track of our resources and ensures that everyone has access to the technology they need. 

  1. Configuration and Security: 

  1. Lifecycle Requirements: 

  • Fully Supported: Computers under warranty and purchased via the DCI program have priority support, centrally covered licensing, and repairs. This ensures that our most critical devices are always in top condition.  

  • Limited Support: Out-of-warranty computers or those outside the DCI program have limited support with local funding for repairs and licensing. 

  • Early End of Life: Computers 5+ years old require documented exceptions to remain supported. This helps us ensure that our technology remains up-to-date, reliable, and adequately secured.  

  • Fully End of Life: Computers 7+ years old or marked End of Life (EOL) by the vendor must be returned or approved for continued use through an exception process. We thank you for your cooperation in returning these devices, which helps us maintain an efficient and secure computing environment. 

  1. Exceptions: 

  • Security patching, support, or network connection exceptions must be documented and approved, by the LSP and Information Security Office. We appreciate your diligence in following these procedures to ensure the security and reliability of our technology.

Related University Policies and Standards

 

12 February 2025