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Business Rules

boston college computer replacement program

Computer Selections and Budget Implications

STAFF
Full-time, regular, budgeted staff members are eligible and are allocated a Windows desktop.

FACULTY
Full-time, regular, budgeted faculty members are eligible and may choose any standard system (Windows or Mac OS, laptop or desktop).

SHARED SYSTEMS
Allocations of shared systems will be reviewed The Steering Committee of the BCCR Planning Project recommends that the allocation of shared systems on-campus be reviewed with each Department Contact during the Department’s initial BCCR3 meeting.

  • Currently, eligible shared systems primarily used by faculty in an academic area may be replaced with any of the standard systems (Windows or Mac OS, laptop or desktop).
  • All other allocated shared systems are Windows standard desktops.

CLASSROOM SYSTEMS
ITS partners with the Provost’s office to determine appropriate computer models for classroom systems.

MONITORS & ACCESSORIES

  • Windows desktop systems deployed during BCCR3 will include a 23” Dell Monitor.
  • Mac desktop systems are all-in-one models (iMacs).
  • BCCR does not provide docking stations or upgrades to larger monitors.

UPGRADES & SPECIAL REQUESTS

  • High-end systems with more processing power are available through the BCCR Program.
  • Lightweight laptop options are also available.

for STAFF
Staff whose work warrants something other than the allocated Windows desktop, require department approval and department funding to pay the difference (cost variance) from the standard Windows desktop.

for FACULTY
Faculty whose work warrants a high-end desktop or laptop will need approval from their Dean’s Office.

of SHARED SYSTEMS

  • 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.

For current pricing of special requests, see the variance information page. Variance costs and hardware configuration are subject to change.

Possible additional budget implication:
If any incompatibility issues occur due to operating system or hardware upgrades, replacing any affected department specific applications and accessories is the department’s fiscal responsibility.

DEPARTMENT RESPONSIBILITIES

Approval and Funding for Hardware Upgrades

  • Departments are responsible for receiving the appropriate approvals for any special hardware upgrades or requests, and transferring the necessary funds to ITS.
  • The transfer of funds needs 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.

Computer Exchange

For each computer provided through BCCR3, there is a 1:1 exchange required. Departments must return a working computer that has a BC Asset Tag. Departments who desire to return their older systems first, rather than BCCR2 systems, must work closely with the BCCR Team. It is critical that the Asset Management system has all the required information and that all licensing requirements are resolved prior to the date of the exchange when a BCCR2 system is retained.

Department Contact Participation

  • A Department Contact is required to work with the BCCR team for the weeks (ideally 12) leading up to the department’s upgrades, and serve as a resource to their Department and the BCCR team during the upgrades.
  • Department Contacts will need to utilize the Asset Management Computer Replacement System (AM-CR) to:
    • verify current computer allocations for primary and shared systems.
    • verify serial numbers and computer names of computers for data migration
    • verify serial numbers of computer systems that are being returned.
    • 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.


Preparation and Deployment Process

  • For the success of the data migration process, Departments will need to verify information about each faculty/staff member's existing computer. 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 (Altiris client) will be used to gather data on each system to be upgraded. 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.
  • 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

  • Deployments will occur over a three-year period. BCCR3 is targeted to start on September 1, 2012 and complete on May 31, 2015.
  • In general, the order of departments for BCCR3 will follow the order that departments went during BCCR2.  Our intent is to replace computers close to the end of their fourth year of use. Departments have been pre-assigned to a year.
    • The Academic Calendar and input from Departments on their particular business calendars will be considered when scheduling departments within their assigned year.
  •  In 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.