The acquisition of new and replacement of outdated PC equipment throughout the college has traditionally been founded upon ad hoc one-time funding requests followed by central acquisition and replacement efforts. Such practices have led to inconsistent renewal of PC equipment, irregular workloads for technical support staff, unpredictable interruptions for computer users, unpredictable fluctuations in operational base budgets, irregular inventories of PC equipment, and often large numbers of outdated equipment in need of replacement at one time.
This procedure ensures SUNY Empire State College personnel have access to current computing technology required to fulfill the responsibilities of their jobs. It provides for scheduled replacement of PCs used at the desktop or used as a local workgroup print or database server; mitigates risk of equipment failure and incapability due to equipment age; encourages consistent collegewide equipment standards and user support; limits unnecessary or extended interruptions to computer users; and provides predictable annual PC equipment replacement costs for budget purposes.
1. Information Technology Services shall budget for, fund, and purchase PC equipment, desktop PC workstations (towers and laptops) and virtual desktop technologies for the college.
2. Route requests for new employee desktop PC workstation or virtual desktop technology equipment via the ITS service desk at http://www.esc.edu/service-desk.
3. Information Technology Services shall assure annual budgeting and planning for regular replacement/renewal of college PC equipment and desktop PC workstations. Replacement/renewal of PC equipment and desktop PC workstations shall be dependent upon funds available.
4. Each Center shall submit a proposed PC Equipment Replacement/renewal Plan to the Vice President for Information Technology Services by July 1each year. The proposed Plan shall identify the PC equipment and desktop PC workstations (towers and laptops) to be replaced/renewed during the ensuing fiscal year by Location, User Name, Asset Number and Original Acquisition Date. The Plan shall propose a schedule by which replacement/renewal will take place during the year. The number of desktop PC workstations (towers and laptops) replaced/renewed each year at a Center shall not exceed one third of the total number of desktop PC workstations (towers and laptops) at that Center.
5. The Vice President for Information Technology Services shall review all proposed PC Equipment Replacement/renewal Plans; coordinate equipment acquisition and delivery schedules collegewide; and fund, purchase and arrange for the delivery of PC equipment, desktop PC workstations (towers and laptops) and virtual desktop technologies.
6. As virtual desktop technology becomes increasingly reliable this technology will supplant the use of desktop tower or laptop PC workstations as the standard desktop workstation. This technology provides increased access to desktop resources, network storage, and to an array of software identified and provided by the College from any networked location using a variety of devices including Window or Linux based PCs, Macs, tablets, and a growing number of smart phones. Employees may request virtual desktop technologies in lieu of standard desktop PC workstations. Route requests for virtual desktop technologies via Information Technology Services online User Support Services Technology Request system. See http://techinfo.esc.edu/newticket.php
7. Route requests for exceptions to these procedures through the appropriate dean and vice president to the Vice President for Information Technology Services.
New York State Executive Order No. 117 http://www.its.ny.gov/oft/execord117.htm
New York State IT Policy: Process for Establishing Enterprise IT Technical Standards http://www.its.ny.gov/policy/common_enterprise_standards_10_01_2009.pdf