Ray Phillips, Director of Information Technology Services
Deadline: Friday, April 18, 2008

Decisions will be made during the next two months regarding the allocation of computer hardware to be distributed this coming summer.

For budget and planning purposes, the major request period for computer equipment needs for the 2008-2009 academic year should be requested now. There will be limited opportunities in the fall and winter to have computer equipment needs evaluated and met.

The Computer Hardware Request Process

The essential steps in the request and allocation process are as follows:

1.      All computer hardware requests must be assembled into a departmental request.

2.      Each department identifies an individual to coordinate its requests. These individuals have already been selected by the departments and are listed at this URLDepartment Requestors.

3.      The current hardware inventory is available to those persons designated to make the selection for each department on the web at the following location:

2008 Computer Hardware Request

Requests for the coming year will be made on this inventory/request web page.

4.      If you find errors in the inventory when you access the inventory/request page, please note the problem in the "Remarks" line available after the piece of hardware in question. If you have any questions about the inventory, please call Cora Clukey at 4215 or Marc Cote at 4229.

5.      Requests for changes to existing workstations (replacements and upgrades) must be made on the inventory/request web page. This is done via a set of checkboxes, with space available for you to enter comments if necessary or appropriate. New stations, as opposed to upgrades or replacements, will be very limited and will require special justification. A net increase of fewer than 20 computers is expected overall in the College again this summer.

6.      This year  we are continuing to anticipate requests by prepopulating the sheets based on the age of the computer.  We are also indicating in the Remarks area the future year that relatively new computers are expected to be replaced.  We have moved to a three-year replacement cycle with each new computer used that entire three years in one location.  We have found that the number of computers handled in cascade fashion and the time it has taken to accomplish the reallocations have made the process impractical.  It is still possible to make any desired changes from this anticipated replacement and requests will be accommodated where possible.

7.      Each time you visit the inventory/request web page, the request information is loaded from the database. Each time you re-submit the page, this information is updated. Thus you can visit repeatedly, each time updating your requests until April 18. Whatever information is in the database at the end of the day on April 18 is what is used for the allocation decisions!

8.      Every person's needs must be included, even if a search for a candidate is still going on or even if the search has not yet begun. If you do not know what will be needed for a person, indicate that and we will coordinate with you later in year. Don't wait until later to make a request or a computer may not be available for the arrival of the new hire. This is very important because every year we encounter problems when someone has been overlooked and no computer is available for them.

9.      Please remember that allocations are to individuals and to particular labs or other facilities and that when a person leaves the College, the allocated computer comes back to ITS for reallocation, if appropriate.  Reallocation within a department does not occur unless approved here.  A major reason for doing this is to preserve confidentiality of information on computers allocated to individuals.  The needs of a person newly hired are evaluated on their own in making allocations.  Each faculty member has an allocated computer from the College and these are not included in the limitation in number of “new stations” added during the allocation process.  The same is true for staff positions where a computer allocation is justified.  For the most part, there will be no net change in the total number of such allocations. 

10.  Include the needs of those who are returning from sabbatical and other leaves.

11.  Include the needs of those going on sabbatical leave. Continued allocation of computer hardware and software is not automatic for those going on leave and must be requested, although there is a high likelihood of continued allocation.

12.  Allocated Windows computers will remain Windows XP. Any other Windows version will require special justification. All Macintosh computers will be OS X. Except in departments where support is already in place, Linux is unavailable.

13.  Specialized software for Windows systems being requested as a replacement for a Mac must be included in the remarks box.

14.  If major upgrades or a switch to a new operating system (e.g., Macintosh to Windows) are being requested, include a very brief programmatic assessment of the overall impact of the changes being requested. Particular attention should be paid to shared resources within and between departments.

15.  Remember that the deadline for your department's requests is April 18.

16.  Preliminary allocation decisions will be made available to departments in late April for review and possible minor adjustment.

17.  Final allocation decisions will be made available to departments in early May. Information about the distribution schedule will be made available then as well.

All computer hardware requests are coordinated by each department to ensure that the needs of all its members and programs are addressed, and that prioritization of those requests can be made. Individual requests should be forwarded to the person coordinating the department's request.

What Should We Request?

The College has a dual Macintosh/Windows standard. We will be purchasing over 400 new computers and the split between Mac and Windows models will be based on the pattern of allocations that are made as a result of the requests. A limited number of used computers will be available for reallocation as replacements for even older computers.  However, we have been moving to a three-year replacement cycle where each upgrade is to a new computer and each computer will be used in one location for three years.   As in the past, we are not advising Mac users to switch to Windows unless there is a compelling reason for investing the significant effort that will be involved.

For both Macintosh and Windows upgrades there is no need to specify requirements unless there is something unusual about how the computer is used. As usual, almost all of the new computers purchased by the College this summer will be of one standard desktop and one standard notebook (for both Mac and Windows), with only a few more advanced computers where clearly justified. This strategy works well because this year's standard computer is more advanced than last year's special, advanced, expensive computer and provides a larger number of new computers to be purchased.

Cora Clukey and her PC Support Services group are available for consultation as you develop your requests and to answer any questions you may have.  In addition to Cora’s group, faculty may consult with Jason Parkhill, Director of Academic ITS for advice.

For most people, what is required about once every three years is a standard replacement for their computer (faster, more storage, more memory, more media capabilities, etc.) or they are requesting a switch to a notebook computer from a desktop computer. Simply requesting "Upgrade Needed" on the form is adequate if the general needs or problems that have been experienced are described as above. If there are special concerns, these should be noted.

Requests for notebook computers will again be closely examined and clear justification will be required. Unfortunately, the cost of a notebook computer appropriately configured for use at Colby is significantly higher than that of a basic desktop computer, making the cost of portability very high.

General Policies on Allocations

There are some general priorities and policies that can help guide you in your own prioritization of requests.

1.      Macintosh OS X and Windows XP will be the College standards on new machines.

2.      Generally, there is only a single College computer allocation to each individual. There will not be an opportunity to be allocated both a desktop computer and a notebook computer, for example. However, the configuration of a notebook computer, if allocated, will make it comparable to a standard desktop computer through the addition of an external keyboard and mouse for ergonomic reasons.

3.      The one special exception, if clearly justified, will be an allocation of a Windows system to a faculty member needing an extended period of time (up to one year) to convert curricular resources from the Macintosh system. The number of such double allocations will be limited because it delays the reallocation of a Mac to someone else on campus.

4.      Computers and other equipment purchased with grant, endowed chair, department or other funds are not eligible for upgrades or replacement through this allocation process without prior approval. All computers purchased using any College funds must be purchased through ITS and included in the College inventory, and will be supported, repaired and maintained by ITS.

5.      Priority in allocations for academic areas are: (1) activities directly involving students, (2) faculty activities involving the curriculum, (3) scholarly activity of the faculty, and (4) administrative activities of the faculty.

6.      Priorities in allocations for administrative areas: (1) equipment to enable high priority tasks within the department, (2) equipment to increase efficiency and/or productivity, and (3) equipment to meet other needs.

7.      Hardware needs arising throughout the year should be communicated to me.  It is possible to make additional allocations of upgrades during the year.

8.      If you have questions about this process, please send me e-mail (rbphilli) or call me (4209).