Hardware Life-Cycle Process

Overview

The equipment life-cycle process outlines the manner in which the GRCC IT Department manages the replacement of computers and requests for new equipment. This process ensures that budget is used wisely, effectively and responsibly in accordance with College purchasing policies.

Life-Cycle

Life-Cycle refers to the amount of time; in years, which a device is expected to last within our environment. The following are the predetermined life-cycles for each device type:

  • Desktop PC's - 5 Years
  • Laptops PC's and Hybrids - 4 Years
  • Apple MacBook's & Mac Pros - 6 Years

The life-cycle for a device begins the first day it is deployed, not purchased. This means that a co-worked may have the same model computer and be eligible for replacement, while your computer may not yet be eligible. This information is tracked within our IT Asset Management system. An IT Support Desk associate can tell you exactly when your device will become eligible.

Eligibility

All primary computers; laptops, desktops and hybrid laptops, which are managed by the GRCC IT Department are included in the Equipment Life-Cycle process. Apple iPads and other tablet devices are not included and will be the responsibility of each department to replace from their own budgets. There may be other instances in which a device will not be included in the life-cycle replacement process; however, these are rare circumstances. You will be notified if a purchase request is not eligible. 

Replacement Equipment Purchases

The following conditions are used to determine if a device is eligible for a life-cycle replacement.

  • Device is included in life-cycle (primary computer)
  • Device has met or exceeded its life-cycle
  • Replacement computer is within same category

As long as these 3 conditions exist, your computer will be replaced at no cost to your department. Please see the section below for conditions which may result in a charge to your department.

Situations Not Covered by Hardware Life-Cycle Budget

New Equipment Purchases

Anytime a new computer is requested; (where a device did not previously exist), falls under the new equipment purchase process. Examples include; computers for new positions, additional computers for Adjunct faculty workspaces, and new devices used as a shared department resource. The initial purchase for these requests will be the responsiblity of the requesting department's budget. This includes; computers, monitors, and docking stations. After the initial purchase, all subsequent replacements will be covered by the life-cycle replacement budget as outlined in the section above: "Replacement Equipment Purchases".

Upgrades

For the purpose of this process, an upgrade refers to any life-cycle replacement where the replacement computer is of a higher category than the existing device. These situations require the difference in price be paid by the requesting department. All subsequent replacements for the new device type will then be covered by the Hardware Life-Cycle budget. Please use the chart below as a referece for this process. This assumes the current device is eligible for replacement. (Pricing here is used as an example only).

Current Device New Device Result
Desktop PC Desktop PC ($650.00) Replacement Covered in Full
Laptop PC ($900.00) + Docking Station ($125.00) Department: $375.00, Hardware Budget: $650.00
MacBook Pro or Performance PC ($1,500.00) + Docking Station ($125.00) Department: $975.00, Hardware Budget: $650.00
Laptop PC Desktop PC ($650.00) Replacement Covered in Full
Laptop PC ($900.00) + Docking Station ($125.00) Replacement Covered in Full
MacBook Pro or Performance PC ($1,500.00) + Docking Station ($125.00) Deaprtment: $600.00, Hardware Budget: $1,025.00
MacBook Pro or Performance PC Desktop PC ($650.00) Replacement Covered in Full
Laptop PC ($900.00) + Docking Station ($125.00) Replacement Covered in Full
MacBook Pro or Performance PC ($1,500.00) + Docking Station ($125.00) Replacement Covered in Full

Early Replacements

  • Early replacements refer to any request for a replacement prior to the devices end-of-life. Even those resulting from accidental damage.
  • Depending on the device's current age, departments will be a percentage of the new model's price with any applicable warranties according to the table below.
  • If early replacement is also an upgrade, department's will be charged the difference in price as outlined in the table above, in addition to a percentage of the new devices cost. 
    • Example: Current Device = Desktop in 3rd Year of Life-Cycle. New Device = Laptop. Difference of $375.00 +(50% cost of laptop and docking station) = Department: $887.50 Hardware Budget: $137.50

Exceptions

The early replacement process is waived in the event of a device malfunction not covered by warranty or where a warranty has expired. 

PC Early Replacement Chart
Time Period Percentage Notes
1st Month 0% Users may switch computer models within the same category without penalty within the first month of deployment.
1 month to 1 year 25% Departments will be charged 25% of the new computer's price and warranty for replacements requested in the first year of deployment; so long as the existing computer model is still in the same deployment cycle. If a newer generation computer has been released, departments will be charged 100% of the new computer's price. (New generation PC's are released on campus in July each year)
Year 2 75% During the second year of a devices life-cycle, departments will be charged 75% of the new computer's price and warranty.
Year 3 50% During the third year of a devices life-cycle, departments will be charged 50% of the new computer's price and warranty.
Year 4 25% During the last year of a devices life-cycle, department's will be charged 25% of the new computer's price and warranty.
After Year 4 0% PC's replaced after 4 years are considered eligible for replacement as part of the PC life-cycle replacement plan.
Mac Early Replacement Chart
Time Period Percentage Note
Year 1 100% Due to the few users of Apple devices, the IT Department's ability to reuse Macs is greatly limited. Users wishing to switch devices in the first year of receiving a Mac will be charged 100% of the new computer's cost.
Year 2 80% During the second year of a devices life-cycle, departments will be charged 80% of the new computer's price and warranty.
Year 3 60% During the third year of a devices life-cycle, departments will be charged 60% of the new computer's price and warranty.
Year 4 40% During the fourth year of a devices life-cycle, departments will be charged 40% of the new computer's price and warranty.
Year 5 20% During the fifth year of a devices life-cycle, departments will be charged 20% of the new computer's price and warranty.
Year 6 10% During the sixth year of a devices life-cycle, departments will be charged 10% of the new computer's price and warranty.
After Year 6 0% Apple computers replaced after 6 years are considered eligible for replacement as part of the computer replacement life-cycle plan.

 

 

Details

Article ID: 1475
Created
Thu 1/30/20 8:00 AM
Modified
Thu 4/14/22 8:37 AM