University of Strathclyde, Estates Services

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ID: ADM044

Procedure: Computer replacement policy

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Author: JL

Computer Replacement Policy

Computers, both desktops and laptops, are replaced on a rolling schedule based on user requirements. PC users are split into four main groups based on their computing needs:

  1. Power
  • A computer is one of the primary tools of their job
  • Require the most up to date software and hardware in order to carry out specialised job functions, e.g. AutoCAD, Visual Studio, Illustrator and Photoshop
  1. Normal
  • A computer is one of the primary tools of their job
  • The main tools they use on the computer are part of the Office suite (Outlook, Word and Excel), University tools such as EMIS and CMIS, and a web browser
  1. Cascade
  • A computer is secondary to the main function of their job
  • The main requirement for a computer will be for accessing email, office tools and a web browser
  1. Laptop
  • Requires a laptop for remote, home or on-site working and has justified this requirement to Senior Management

The membership of each of these groups will be decided by the IT Working Group and stored in the department’s asset register.

Annual Review of Group Membership

Group memberships will be reviewed in July each year. This will involve circulating an up to date list of users and their current group membership amongst senior management, highlighting in particular anyone due a replacement computer at the next round of purchases. Any change to an individual’s requirements can then be made before any equipment is purchased in August.

Replacement Schedule

The replacement schedule for each of these groups is different, and is detailed as:

  1. PowerA new desktop PC every 4 years
  2. NormalA new desktop PC every 5 years
  3. CascadeAs Power and Normal user PCs are replaced, these will be made available to the Cascade group, replacing the oldest machines
  4. LaptopLaptops will be replaced every 4 years since they are generally of a lower specification than a desktop. When due for replacement, another laptop purchase justification form (see below) should be completed to ensure that a laptop is still necessary for the individual

LaptopPurchase Justification

Users will be issued with a desktop PC as standard. Anyone wishing to be provided with a laptop instead of a desktop must provide suitablejustification for this in terms of business travel, home working and working on site.

The final decision as to whether the purchase of a laptop is justified lies with Senior Management who must approve the purchase. A copy of the laptop purchase justification form is contained in page 2.

Laptop Purchase Justification

Request:
Requirements while on business travel:
Average frequency of business travel:
Requirements while working from home:
Average frequency of home working:
Requirement for laptop while working on site:
Notes from approver:
Approval
Signature (Senior management) / Name / Date
Cost and Charge Code Details
Cost (incl. VAT) / Charge Code
Authorised Signatory / Name / Date

Date: 23/11/10Page 1 of 2

Issue: A