School of Medicine Information Technology (SOM IT) will be replacing the School of Medicine (SOM) device standard computers under the Computer Refresh Program. They will be replaced periodically with newer computers to minimize departmental costs and also to help improve productivity. The purpose of this program is to create an authorized standard process for computer replacement that complies with the SOM’s security standards.

Eligibility

All administrative career staff and faculty serving under an administrative appointment (i.e., chairs, SADS, etc.) are eligible for the computer replacement program. For annually appointed roles, the computer is assigned to the specific role and is not necessarily to be retained by the individual serving under such a role. The department will be responsible for purchasing and replacing computers used by the department and not assigned to staff or faculty employees (department loaners, departmental use, etc.).

Frequency

School of Medicine Information Technology (SOM IT) follows a four-year replacement cycle for assigned desktops and laptops, based on a need assessment. This means that if the computer is functioning properly, then the replacement timeframe may be extended.  However, due to the current state budget constraints, our immediate focus will be on replacing end-of-life computers—specifically, devices with 8GB of memory and out-of-warranty assets that are impacting staff productivity. If the computer is indeed replaced, on the day the computer replacement is installed, the retired computer will be collected by the SOM IT for disposal.

Departments or units who wish to purchase or replace computers outside this initiative must do so using their departmental budget.  These computers will not be eligible for the computer replacement program. Additionally, SOM IT is in the process of developing a revised strategy for managing and replacing end-of-life assets.

Device Options

Faculty and staff can choose all-in-one computer or laptop options within the device-standard website (subject to change each year). Also, computer assets that fall under grant funding are not part of the program. Any request that does not fall under the recommended standards will be reviewed on a case-by-case basis and upgraded requests may fall under the responsibility of the unit and upon the manager’s approval. Click on the link for device standard options.

SOMIT’s Responsibilities

OIT will be responsible for managing the computer refresh program, which includes but is not limited to the following:

• Plan and schedule an appointment with the faculty or staff member to ensure the computer replacement process, including the installation and access to all current systems, is performed successfully.
• Maintain accurate inventory records, by department, in the inventory system.
• Replacement of computers when they become out-of-warranty.
• Manage the support of the computer. 
• Standard system requirements.
• Operating system patching.
• Software patching.
• Antivirus/malware protection.
• Vulnerability scanning software.
• Computer encryption.
• Disposal of out-of-warranty computer.