Employee Lifecycle Computer Replacement Program

The purpose of this program is to support departments in replacing outdated computers to ensure that positions have access to up-to-date technology. Eligibility is determined through TIM Verify, which evaluates each employee’s assigned computer. While the program’s goal is to replace devices at the five-year mark, annual budget constraints may require prioritizing the oldest systems for replacement.

Employee Eligibility Criteria:

• One computer replacement approximately every 5 years per position, based on the newest Employee classified computer assigned in TIMS to that position. 

• Position is benefit-earning and non-receipt funded.

• Departments are responsible for purchasing the initial computer for newly created positions. 

Note: the concept of a single computer being a 'lifecycle computer' is not accurate. Computer replacement eligibility is based on the position and the computers assigned to it, not on whether the computer was previously purchased with lifecycle funds. Eligibility is determined for each position based on all computers assigned to that position with a Use Classification of Employee in TIMS.
 

Computer Replacement Criteria:

• A Dell or Apple where the acquired date in TIMS is at least 5 years old. This is the date of purchase from the manufacturer.

• TIMS Use Classification is Employee (not Shared, Loaner, Student Station, etc.).

• Has been verified in TIMS by the owning department during the annual verification process. 

• The employee does not have any computers newer than 5 years old assigned with a Use Classification of Employee in TIMS.

Process

At the beginning of each fiscal year, after funds have been identified, the Asset Management team will identify all replacements that meet the criteria. Primary Asset Authorities (AA) and Asset Coordinators (AC) will be contacted with the list for their department and asked to submit the model of the new computer. Once the inventory arrives, employees receiving a new computer will be notified to select an appointment for deployment. 

Computer Labs and Shared Computers

Departments are responsible for procuring replacements for aged computers that fall outside the scope of the Employee Lifecycle Computer Replacement Program, including computer labs. ITS will assist with computer-lab replacements by providing hardware specifications, coordinating vendor orders, and managing deployments. For preliminary pricing and logistical planning, departments may contact ITS to obtain estimates and guidance.
Computer Lab Hardware Refresh Request

The "Lifecycle Computers" section of the PURCHASE, INVENTORY, REPLACEMENT AND DISPOSAL - SURPLUS OF IT RESOURCES 07.200.05 policy document outlines the policies and procedures for the acquisition, replacement, and disposal of university-owned computers.