Computer Replacement Policy (C-56)
Original Implementation: January 30, 2007
Last Revision: None
Purpose
To establish a policy for replacing University personal computers on a regular basis. This policy complies with standards issued by the Texas Department of Information Resources (DIR).
Provisions
- The University will replace computers on a four-year cycle. Both desktop and laptop computers are included wherever they may be used – office, classrooms, and laboratory. Organizational units are encouraged to replace monitors and speakers less frequently than every four years.
- Base hardware configurations for desktop CPU units and laptop / tablet computers will be specified. The University’s goal is to provide computers that will perform robustly over their life-cycle. These configurations will constitute the minimally acceptable computers for all purchases. No personal computers with hardware capabilities less than the base configurations may be purchased regardless of source of funds. The configurations of the base machines will be reviewed at least annually.
- The base hardware configurations will be the basis for best value negotiations with prospective vendors. Apple Computer is the sole source for Macintosh computers. The suitability of the vendors will be reviewed at least annually.
- Replacement computers will be ordered from the preferred vendors. In most cases, a base machine will be satisfactory. The University will bear the cost of the least expensive base machine. Additional costs, including those for enhancements beyond a base hardware configuration, will be borne by the organizational unit.
- If the computers being replaced are high performance workstations, the capabilities and hardware specifications of the workstations must be superior to the base configurations. The University will meet the costs up to the dollar equivalent of the least expensive base machine. Additional costs will be borne by the organizational unit.
- Computers purchased using funds from external grants are excluded from being replaced under this replacement policy during the award period of the grant. After the termination of the grant, the computers will be placed in the replacement cycle.
Cross Reference: General Appropriations Act, 79 th Legislature, Senate Bill 1, Regular Session, Article IX, Sec. 9.04; SFA Policy B-24, Property Transfer and Disposal
Responsible for Implementation: Vice President for Finance and Administration
Contact for Revision: Director of Purchasing; Director of Information Technology Services