Establishment of the Technology Asset Management Program

June 10, 2011
To: UCOP Community
From: CIO Paul Weiss

As announced by EVP Brostrom on June 9, 2011, IR&C will begin implementation of the Technology Asset Management Program on July 1, 2011, for the centralized purchase, deployment, and replacement of standardized desktop/laptop computing hardware and software at UCOP.

We will roll out the program in three phases:

• -New Personnel Computer Requests: Effective July 1, the centralized purchase and deployment of computers begins for any new personnel (employees, contractors, etc.).
  -Laptop Loan Program: Effective July 1, PC laptops will be available for loan for up to seven days.
• Computer Refresh: Starting August 1, an accelerated program will be launched for the replacement or “refresh” of the oldest computers across departments.
• Ongoing Computer Replacement: Starting January 1, 2012, once the refresh program has concluded, computers will be replaced on a scheduled, ongoing basis just prior to warranty expiration.

Information about these phases is provided below.

Phase 1 – New Personnel Computer Requests and Laptop Loan Program
New Personnel: Beginning July 1, departments request a computer, e-mail account, and other IT services for a new staff person via the IT Services Form. IR&C will have standard equipment in stock. If provided advance notice of five business days, we will be able to deploy the computer by the date the new staff member is on board.

Laptop Loan Program: Beginning July 1, staff may request a loaner PC laptop for up to seven days for occasional business needs, such as working off site or giving presentations. Procedures for requesting loaner laptops will be posted on the Web by July 1.

Phase 2. Computer Refresh
Beginning August 1, we will begin an accelerated effort to replace, per a published schedule, the oldest, worst-performing equipment currently in use. We will work with department administrators to advise them who in their department is on the refresh schedule and to confirm the equipment to be provided (desktop or laptop). Please note that to provide laptops to employees, departments must comply with systemwide policy G-46, Guidelines for Purchase and Use of Cellular Phones and Other Portable Electronic Equipment. The laptop user also must sign an agreement upon receipt of the computer, which IR&C will keep on file.

IR&C is contracting with a firm to conduct the logistics of the refresh program. This will free the TechDesk staff to handle their regular computing support duties during that time. The contractors will work directly with the customer to

• schedule the computer replacement time
• provide instructions for saving data
• deploy the new computer
• address problems related to the refresh, if necessary, for up to one week

Once the replacement computer has been deployed and is functioning properly, the TechDesk will resume providing support as usual.

Phase 3: Ongoing Computer Replacement
After the computer refresh program has concluded, IR&C will begin replacing computers on a scheduled basis just prior to warranty expiration. Departments do not need to request replacement of standard computers; IR&C will directly contact the customer and the departmental administrator to schedule the replacement. New computers will have a four-year warranty.

Nonstandard Hardware
The standard bundle we have selected consists of higher-end models that offer superior performance to the computers most UCOP customers use now. We recognize that the standard models may not meet all UCOP business needs. Departments should review the guidelines for making nonstandard hardware requests. IR&C has been asked to provide quarterly reports to executive leadership about all equipment purchases and costs.

Web Site
Information about the Technology Asset Management Program is posted on the TechDesk Web site. You may wish to review the following sections:

• Standard Computing Bundle: Lists features of the current models that comprise the standard bundle.
• Technology Infrastructure Fee: Provides detail about when and how the fees are charged.
• Purchase Procedures for Hardware/Software: Clarifies the purchase process for the standard computing bundles, nonstandard hardware, peripherals, and nonstandard software.
• Laptop Loan Program: Describes the program and customer responsibilities.

We want to make computer purchase and replacement as effortless as possible for you. As we implement the Technology Asset Management Program, please provide us feedback to streamline and improve the program. Let me know if you have any questions.