New Computer Equipment Assignment & Procurement Process
Overview
As captured on HSC’s 2020-2023 Roadmap, HSC will be implementing a more controlled computer equipment procurement and assignment process for faculty and staff based on a “one person, one primary computing device” model. This will be a collaborative effort between ITS and Property Control to maintain, improve and streamline asset management for HSC assets.
This initiative is being adopted to:
- Reduce the number of computing devices (laptops, desktops) purchased and/or assigned to individual users (multi-user or shared workspaces, such as labs or classroom environments are excluded).
- Decrease the overall footprint of computing devices across HSC.
- Streamline operations and support, particularly for a distributed workforce.
- Reduce costs – both upfront and ongoing.
Single Primary Computing Device
Our approach and standard moving forward will be to transition HSC employees to a single primary computing device, preferably a laptop (with a docking station that enables easy connections to monitors, mouse, keyboard and audio devices) for enhanced mobility in an increasingly decentralized work environment.
This strategy will allow us to reduce the number of computing devices (laptops/desktops) purchased and/or assigned to individual users, decrease the overall footprint of devices across HSC, streamline operations while supporting the need to reduce costs. Finally, this plan will also allow HSC to improve the decommissioning process of aged devices as assets are replaced.
Computing device lifecycle process change
New device requests need to be initiated with a Helpdesk ticket. IT will review requests and approve them based upon computing device strategy. Quotes, upon review and approval, will be provided by IT to requesters. These must be attached to the EIS requisition prior to approval.
Upon arrival of the computing device, the ITS Helpdesk will coordinate device refresh and decommission of assets.
Frequently Asked Questions
Why are we making this change now?
HSC currently manages a very large asset pool of 4,000-plus devices for an employee population of about 1,700 staff and faculty. Operational support requirements and associated costs are significant as they include asset management, licensing, patching and updates as well as device and operating system refreshes. This has become a resource challenge from a system and personnel perspective.
Additionally, as we transition to a more distributed workforce that works from any location, we need to ensure our employees have access to the tools, resources and solutions to be as productive and secure as possible.
How will the transition be managed and funded?
IT is actively working with specific departments to evaluate computer refresh and/or consolidation opportunities and will continue to coordinate those activities. For FY21, IT has been able to obtain funding to replace and refresh outdated equipment (older than four years).
IT will continue to manage that budget and asset allocation to maximize replacements of aged equipment as well as to transition as many employees to the new standard of “one primary computing device.”
What are the exceptions for computing devices?
As previously mentioned, this change does not affect shared workspaces/environments such as labs, classrooms, loaner laptops, etc.
We recently purchased new laptops for our department. Under this initiative will we be required to move to new devices?
Devices still covered under warranty are not considered in the scope for replacement; however, exceptions will be made for end users who are currently working from a desktop without a laptop as a device option. If an end user has a laptop covered under warranty and a desktop, we will move them over to the laptop and reclaim the desktop for decommission. This initiative is designed to reduce the asset footprint by consolidating to a single primary computing device as well as reduce the aged/out of warranty equipment.
Where can I find more information related to this initiative as it relates to HSC Roadmap?
This process aims to meet the ITS FY21-FY23 Strategic Goals outlined in the HSC 2021-2023 strategic roadmap. The roadmap guides long-range efforts and key initiatives to “maintain and strengthen HSC’s position in healthcare and to fulfill our mission to create solutions for a healthier community.”
Specifically, IT is addressing the strategic objective of creating an inclusive and innovative work environment for the future. By 2021, the key result will be enhanced remote work capabilities, support for a distributed workforce, as well as encouraging productivity, engagement and collaboration.
Who can I contact if I have additional questions?
Please contact Patrick Vert (Patrick.Vert@unthsc.edu) or Christian Markgraf (Christian.Markgraf@unthsc.edu).