Hardware Life-Cycle Process

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 PCs – 5 Years
• Laptop PCs and Hybrids – 4 Years
• Apple MacBooks & Mac Pros – 6 Years

The life-cycle for a device begins the first day it is deployed, not purchased. This means that a coworker 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 three 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), it 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 responsibility 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 table below as a reference for this process. This assumes the current device is eligible for replacement. (Pricing here is used as an example only).

Early Replacements

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

Exceptions

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