Computer Selections and Budget Implications

• Each eligible staff member (non-faculty) is allocated a Windows desktop.
• Each eligible full-time faculty member may choose between Windows or Mac and a laptop or desktop.
• For eligible shared systems in a faculty area, departments may choose from a Windows or Mac desktop or a Windows or Mac laptop.
• For eligible shared systems in an administrative area, departments will receive a Windows desktop.
• BCCR does not provide upgrades or accessories (docking stations, larger monitors, etc).
• Special Requests:
  • Staff who want something other than the allocated Windows desktop, need department approval and department funding to pay the difference from the standard Windows desktop.
  • Faculty whose work warrants a high-end desktop or laptop will need approval from their dean’s office.
  • Faculty areas that would like to replace an existing shared system with a high-end computer, need department approval and department funding to pay the difference.
  • Administrative areas that would like to replace an existing shared system with something other than the allocated Windows desktop, need department approval and department funding to pay the difference from the standard Windows desktop.
  • Departments will be responsible for the full cost and purchase of any additional shared computers.
• No monitors will be replaced as part of BCCR (June 1, 2008-May 31, 2011).
• Monitors that fail during the course of 2008-2012 will be replaced by ITS.
• ITS will work with the Provost’s office to determine appropriate computer models for classrooms and shared systems for academic offices.
• Departments will be responsible for receiving the appropriate approvals for any special requests, and transferring the necessary funds to cover any approved special requests. This will need to done according to a pre-defined timeline that enables the BCCR team to place orders far enough in advance to ensure equipment arrives in time for the department’s scheduled upgrades. For current pricing of special requests, see the variance information.
• If incompatibility issues occur due to operating system or hardware upgrades, replacing any affected department specific applications and accessories is the department’s fiscal responsibility.

Preparation and Deployment Process

• Departments need to assign a Department Contact to work with the BCCR team for the weeks (ideally 14 weeks) leading up to the department’s upgrades, and during the upgrades.
• Department Contacts will need to log-in to the Asset Management Computer Replacement System (AM-CR) to:
  • verify current computer allocations for primary and shared systems.
  • verify serial numbers of old computers.
  • confirm computer names.
  • make computer selections.
  • verify that budget and departmental approvals have been done.
  • schedule users for deployments.
  The completion of these steps on a pre-defined, agreed upon timeline is required.
• Departments will need to verify the serial numbers/asset tags of the computers that will be upgraded. This task should be completed well in advance of the upgrades. The deployment team requires sufficient time to gather and analyze data on the identified systems to ensure the new systems are configured properly. This task should be reviewed with the area Technology Consultant (TC). The TC will also assist with software analysis and testing.
• An electronic, network-based discovery tool will be used to gather data on each system to be upgraded. This is instead of the in-person interview process that was done during BCCR 2005-2007. The software for this discovery tool will need to be installed on all systems scheduled for upgrade and those systems will need to be left on overnight at pre-defined intervals.
• Each user will need to complete a web-based questionnaire about their current setup. This will help the BCCR team identify the user's preferred programs and any peripherals they use.
• For each computer provided through BCCR, there is a 1:1 exchange required. Departments must provide a computer equivalent or better to the specifications of the 2005-2007 BCCR standard computers.
• ITS will provide training (either online or in-person) as needed when the new computers rolled out introduce a new operating system or software suite.

Schedule

• In general, the order of departments for BCCR will follow the order that departments went during BCCR 2005-2007. Once a department is identified as being part of year 1, 2, 3, or 4 of the program, they will work with the BCCR team to determine what month of that program year (fiscal year June 1 to May 31) is best for their area. View the current accelerated schedule.
• In the academic areas, a liaison from the Provost’s office, Rita Owens, Executive Director for Academic Technology, will assist with prioritization of departments and any scheduling issues.