Summary
WSBN IT Staff keep an inventory of all IT-related equipment in the Western SBN region. Computers, monitors and/or docking stations are purchased by the regional IT staff through Dell Premier. Other equipment, including webcams, headsets, surge protectors, are purchased by the association based on current regional IT staff recommendations.
Body
Western SBN (WSBN) IT Staff keep an inventory of all association IT-related equipment in the WSBN region.
- Computers, monitors and/or docking stations are quoted and purchased by the regional IT staff through Dell Premier.
- When you are ready to purchase a new computer, the fillable PDF form can be downloaded, completed and then uploaded to a new TDX ticket at: http://westernhelpdesk.cce.cornell.edu
- Highly recommend assessing current age of surge protector where computer is plugged in, and also current condition of the laptop carrying case.
- Other equipment is purchased by the association based on current regional IT staff recommendations.
- IT recommendations including headsets, keyboards/mice, microphones, and more can be found at: X:\IT\Purchasing
- If you find any out-of-date, broken links, out of stock items listed in here, please let IT know.
Replacement Cycle
The industry standard for replacing a computer is generally three to five years. However, the lifespan of a computer can vary depending on how well it's maintained and how often it's used.
The Western SBN replacement cycle for:
- Laptops - 4 years
- Desktops - 5 years
Exceptions:
- Grant-purchased equipment that need to include a longer warranty to match the grant cycle.
- Executive Director equipment is set for three years, to ensure they are always working on equipment with a healthy, operational battery and under warranty.
IT Inventory and Replacement Review
Regional IT Staff send out the full IT inventory and replacement reports on a bi-annual basis to each association’s Executive Director, Finance staff and Local IT contact.
Scheduled inventory reviews are typically in March and October, but an association can request an updated report any time throughout the year.
A copy of the latest reports can be found in the association's shared drive in the folder: Association\IT\Inventory
IT Inventory Reports
Typically inventory reports are group by NetID assignment. If you need the report sorted differently, please submit a request.
- Double check that the employee that is listed with the equipment is still the current user. (If it’s a general CCE piece of equipment, than the owner is usually listed as ext-<county>tech or <county>-EXTRA.)
- If you notice something missing from the report, or an item that has been recycled, please let me know.
IT Replacement/Budget Reports
- Please keep IT staff in the loop about what items are actually budgeted and approved, or if device(s) need to be pushed back another year (or if they don’t need to be replaced at all).
- The first pages are extras/loaners. These are mostly items that don’t need new replacements but can be replaced with newer, used items as they become available.
- The last page may be labeled "9999". This is a list of equipment that should be recycled now.
- Laptops – Typically the replacement cycle for laptops is 4 years, with some exceptions for ED and grant laptops (so that end of warranty matches replacement date). Laptop batteries tend to be useless by year 4, if not sooner.
- If a laptop is running well at year 4 and you want to hold off until year 5, I can adjust the replacement year to reflect that.
- I recommend avoiding having any full-time staff member using a laptop that is over 5 years old.
- Laptop batteries are usually between $85 and $120, depending on the laptop model.
- Desktops – Typical replacement cycle for desktops is 5 years but if it’s working well, there is no issue extending them for another year.
- Monitors – The new Dell recommended monitor acts as a monitor and docking station all-in-one. It will power the laptop and connect external devices. It also has the option to daisy chain to a second external monitor. There is no need to have a docking station when buying this monitor, as long as you are not purchasing a 16” laptop with dedicated NVIDIA graphics card (which requires more power than the monitor can handle).
- Docking stations - Dell's docking stations are USB type C with their own built-in firmware and drivers. Current recommendation is to replace when replacing the laptop OR purchase the Dell USB-C monitor, which acts as a monitor and docking station (see above info about the monitors).
- Printers, projectors and monitors – Sometimes these devices can last 4 years, sometimes 10 or more. IT staff usually start them off with a 4 or 5 year replacement cycle, and adjust as needed when we evaluate how the printer/monitor has been running. Pushing back the replacement year for printers is pretty typical, it’s just a reminder that when it does die, it will cost roughly what is listed on the report.
Old Equipment
Regional IT staff and association supervisors should work together to determine the best use of the older, replaced equipment.
- Examples of re-assignments of the older equipment, that will also determine how IT staff will set up the computer.
- Extra, loaner computers for the association. To be signed out and utilized by staff for programming and meeting needs.
- Joined to domain but also local “Presentation” limited account setup (to avoid handing over a laptop to a non-Cornell person, while logged in with a Cornell NetID, for presentations during a meeting).
- Dedicated-use for specific program and/or volunteer need.
- Typically joined to Cornell domain and volunteer profile configured, along with local “Presentation” account
- Ex. Master Gardener volunteer laptop
- For non-Cornell users for educational programming
- Wiped and not joined to Cornell domain with local accounts set for Educator and Student. Ensuring no browsers will cache credentials or remember history, for the protection of our student’s information.
- Recycle using a certified vendor who ensures all data is destroyed.
- If the laptop is no longer operable or useful for any association need.
- Donating/selling old equipment is NOT recommended since it incurs added time for regional IT staff to complete that does not benefit the region or association. If the association decides to donate or sell the computer for non-association use:
- Regional IT staff will wipe the hard drive, which includes the Cornell-licensed Operating System (OS), software and all data.
- Party to receive laptop will receive computer with no Operating System (OS), which makes it inoperable until recipient installs their own licensed OS and software for their use.