FY21 REPLACEMENT PLAN PROCEDURES Computer Purchase and Replacement Policy17.4

Policy 17.4 establishes guidelines for the purchase and replacement of university and . This document provides additional procedures and guidelines that may vary from year to year.

Quick Links to information in this document Definitions Base Hardware Configurations Computer Replacement Allowance Computer Replacement Allotments Computers Identified for Replacement Computer Replacement Cycle Replacement Code/Status Computers Identified for Replacement Quotes for Computers Entering a Requisition

Definitions: • Computer – a desktop CPU (tower, small , etc.) and is either a PC or a Macintosh (Mac) • – a general-purpose computer with a higher performance level than a standard computer • Portable Computer – a , notebook, or Surface Pro which is capable of running an enterprise operating system • Tablet – a complete computer contained entirely in a flat touch screen, normally operating by fingertip or stylus, does not run an enterprise operating system (e.g. iPad, Slate, etc.), and are excluded from computer replacement • – identified in property records by asset class, and are excluded from computer replacement

For the purposes of this document the word ‘computer’ shall mean computer, workstation, and portable computer as defined herein.

Base Hardware Configurations: • Base hardware configurations for computers have been established and are posted on the procurement website. • Information Technology Services (ITS) is included in the requisition approval process for computer replacements in an effort to assist in streamlining purchases of computers that either do not meet the standard configurations, exceed the functional requirements needed by the end user, or may affect networking.

Computer Replacement Allowance: • The allowance of $583.00 has been determined as the threshold for the “least expensive base hardware configuration”. • Computers coded as eligible to use dedicated university funds may use fund 130473, dedicated university Higher Education Fund (HEF) for computer replacement, for up to the allowed amount. • Departments will be responsible for any costs exceeding the threshold. • Dedicated university funds are generally based on a one for one replacement. However, departments may identify multiple eligible computers to subsidize the purchase of one new computer (i.e. two replacements identified will allow $1166.00 toward the purchase of one new computer).

• For computers that are not eligible for dedicated university funds, departments will be responsible for the full cost of computer purchases

Computer Replacement Allotments: • The Chief Information Officer and the Director of Procurement will identify the number of eligible computers that can be replaced with dedicated university funds based on the threshold for the least expensive base hardware configuration. • Upon VPFA approval, reports will be forwarded to the vice president for each division and then to individual departments and will include all computers that are eligible for replacement. • Departments may run a report of their computers at any time using WebFocus reports. • Reference Replacement Code/Status for Computers to assess the eligibility to use dedicated university funds for each computer.

Computer Replacement Cycle: • ELIGIBLE: computers that may be eligible for the current replacement cycle are: o Portable computers that are 4 years old or older, and computers that are 5 years old or older o Portable computers less than four years old or computers less than 5 years old and being replaced ONLY with department funds (No HEF) o Devices coded with property usage codes that identify the unit as In Use: Desk, In Use: Lab, Spare: Desk, Spare: Lab, or Storage. (Usage Codes 02, 03, 05, 06, 07) • NOT ELIGIBLE: computers that are not eligible for computer replacement are: o Computers designated as Salvage or Historical during the annual inventory process, unless extenuating circumstances indicate that replacement should be allowed. (Usage codes 09, 10) o Computers with replacement codes “X99” or “R99” indicate that they have already been through the replacement cycle; these units are not eligible for maintenance or repair by ITS o Computers that have been sent to Surplus (Usage Code 08) o Computers that are or are being used as “servers” (Usage Code 01 or 04) o Computers identified as “Missing” • If a missing computer is confirmed to be physically in the possession of the department, property records will be modified to accurately reflect location and eligibility. o Computers purchased with funds from external grants, until the termination of the grant (assuming SFA retains ownership); at that time, they will be added to the replacement cycle

Replacement Code/Status for Computers • HEF Eligible: computers that are eligible for HEF funds are coded using fiscal year purchased / fiscal year eligible for replacement, e.g. FY15/FY21, FY14/FY20 • MAYBE Eligible: computer that may be HEF eligible depending on project are coded as I-E • Ineligible: computers that are NOT eligible for HEF Funds are coded I or I FYpurchased/FYeligible, e.g. I FY15/FY21 o Computers not eligible for HEF are eligible for replacement for the In-Service dates below • Desktops and Workstations with In-Service date through 8/31/2015 • Portable computers with In-Service date through 8/31/2016

Computers Identified for Replacement: • Departments must confirm the physical presence of a computer before identifying the property number for replacement. Payment for computers reported missing after being submitted for replacement will be the responsibility of the department. • Once a new computer is received the computer identified for replacement must be transferred to Surplus within 30 days of being taken out of service, unless approved as an exception by the chief information officer. • The property records of the replaced computer will be updated to indicate that it is not eligible for support by ITS.

Quotes for Computers:

• Pricing o DELL – selected as approved brand . Pricing for PCs, workstations, and can be found on Procurement’s webpage . For all other configurations email Carol Fountain to request a quote o Mac . Identify and build the desired computer at http://www.apple.com/education/ . Email the part number of the unit(s) and detailed specifications to Carol Fountain to get a discounted quote (include screen shot or snip-it if possible for each unit) o Other – as approved by ITS • email Carol Fountain to request a quote

Entering a Requisition:

• Create a requisition in the Banner system. o Vendor: . 20003345 GTS Technology Solutions, Inc (HUB partner for Dell) . 20004942 Apple Computer Inc.

o Document Text: . Enter quote number if known

o Commodity code: choose . Computer - Standard or Non-Standard – Desktop or Laptop . Computer – Surface Pro

o Item text: include the following . Item #’s from the price list or quote . custom specifications, if not a standard quote (memory, processor, storage) . Property numbers and location (bldg & room #) of computers being replaced. o The location of these computers must be verified before submitting the requisition

o FOAP: . FUND: o Use 130473 for up to $583.00 if computer is HEF eligible o Use your departmental fund if not HEF eligible, or for costs that exceed the $583.00 allowance • ORG: Use department ORG . Account Code: Do NOT change the Account Code . Program Code: Use your department program code

See also Requisition Information & Sample Entries on the Procurement & Property Services Computer webpage for additional information