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Policies and Documents

DRAFT

Policy Statement on SOM Refresh Program for Administrative Desktop Systems

Purpose
This policy describes:

• appropriate inventory and maintenance of desktop computing equipment in named School of Medicine administrative units;
• physical refresh of equipment not meeting current standards established by SOM ITS on an annual schedule;
• guidelines and procedures for an effective implementation of a standard refresh program;
• recommendations to units external to Administration;

and is enacted to ensure that desktop systems in participating units meet current minimum technology requirements for effective use and support, network performance, and mission-critical business software compatibility.

Statement of Policy

SOM ITS will manage the refresh program based on guidelines established by SOM ITS in collaboration with other administrative units and approved by Administration. Administration will identify participating administrative units to be named in this policy and subject to its terms.

Named units will follow refresh program guidelines relating to desktop replacement and associated costs. Requests for exceptions based on circumstances not covered by these guidelines should be directed to the CIO for consideration.

SOM ITS will recommend a refresh program to all SOM departments with whom ITS maintains contracts for service. An outline of this refresh program, standard equipment hardware and software configurations, policies and procedures will also be made available on the ITS website as a model for further implementation within the School and University.

General Guidelines

1. The SOM ITS office will maintain an inventory of all desktop computer systems in the administrative units identified by SOM Administration as participating in the refresh program.
2. The details of these systems, including memory, drive capacity, processor speed, model, etc., will be catalogued and used to determine if that system is eligible for replacement in the given year (additional criteria such as job function, software application requirements, and position status will be used when appropriate).
3. SOM ITS will also maintain a technology standard for hardware and software that will be used to compare with existing systems and current technology needs.
4. Desktop systems that do not meet minimum technology standards will be identified for replacement during the fiscal year refresh program.
5. Allocation of computing equipment is per user, administered by SOM ITS, and is not reassignable by other administrative unit.
6. New faculty and staff will be provided a standard desktop system upon arrival based on the Notification Policy .
7. SOM ITS will maintain a minimum number of systems in inventory for emergency replacement or distribution to new employees based on the Notification Policy.
8. Units not explicitly named as participants in this refresh program will be required to fund and acquire equipment on their own operating budgets. Such units are encouraged to model their procedures for equipment refresh on SOM ITS's refresh program.

Procedures

New Hires

• Unit refers to Notification Policy.
• Equipment enters refresh cycle on day of deployment (new employee start date).

Existing Desktops

• SOM ITS maintained inventory of desktop systems in participating unit reviewed annually and compared to current minimum standard. Systems that do not meet minimum standard will be identified for replacement during the current fiscal year refresh program.
• Equipment flagged for refresh will be scheduled for installation and migration of data/configurations per all terms of Notification Policy.
• Data and licensed software on replaced systems will be removed and equipment will be liquidated by University Surplus, in accordance with Emory University Property Control policies. Funds received from surplus will be administered by SOM ITS.

Emergency Replacement

• Emergency replacement equipment will be allocated as necessary and refresh cycle will begin based on newly allocated equipment information.
• SOM ITS will maintain an appropriate number of ready-to-deploy systems conforming to current minimum standards for emergency use. In order to assure availability in the event of unexpected equipment failure, these systems will not be implemented for non-emergency refresh.

Exclusions

• Where business function requires non-standard equipment or a need for non-standard refresh is identified, all requests will be subject to terms of the Notification Policy and subject to CIO review.
• Requests for policy exclusion must be submitted in writing to the CIO.

Assumptions

All units identified by SOM Administration as participating in this program will:

1. no longer receive funding for technology equipment purchase (funds will be placed in central equipment account managed by SOM ITS)
2. adhere to the SOM ITS refresh program policy
3. maintain business practices and requirements compatible with the current year's standard equipment and unit's overall refresh situation
4. standard equipment purchases for these units will be managed by SOM ITS
   

SOM Administration will:

1. fund the annual refresh program based on approved guidelines
2. recognize SOM ITS as the appropriate administrative unit to manage this policy and budget
   

SOM ITS will:

1. receive from administration ongoing fiscal and administrative support to maintain the refresh program and fulfill its terms
   
2. regularly review standard equipment recommendations, refresh cycles and other terms of the refresh program with regard to cost, performance, technology changes, and other considerations contributing to the efficacy of the program
   
3. uphold this and all polices relevant to computing equipment in SOM Administration

Participating Administrative Units
The following units have been designated by SOM Administration as participants in the standard refresh program:

• Administration and Faculty Affairs
• Admissions
• Business and Finance / Fiscal Affairs
• Clinical Affairs
• Graduate Medical Education
• Information Technology Services
• Multicultural Student Affairs
• Postdoctoral Education
• Research Administration
• Student Affairs