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Department Refresh
The District has implemented a new department (non school) computer refresh program whereas computer upgrades will no longer be addressed on a fixed, department based, schedule. Instead, requests to upgrade Administrative (non school based) computers may be made at any time and eligibility will be based on the age of the computer.
Program Highlights
· Computer refresh will now be based on the age of the equipment rather than a fixed schedule.
· Users will no longer have to wait for a scheduled department refresh to request an upgrade. If a computer meets the criteria outlined below, users can request that their equipment be upgraded as needed.
· Users who are satisfied with their current equipment may choose to delay upgrades temporarily without having to wait five years for their next department refresh.
· Expensive out of warranty repairs will be greatly reduced and, in many cases, funding for those repairs will no longer be passed down to individual departments.
Please know that this change in procedure does not affect the traditional school refresh program implemented each year by the District’s Instructional Technology department
The following steps will help you determine if your computer is eligible for refresh.
Step 1. - Determine Eligibility
Department refresh targets users who are located at administrative locations such as MT Anderson, Central Office, Bus Centers, and Space drive. Users who are based at these locations will most likely be eligible for Department refresh.
School based staff computers are refreshed as part of the school refresh program and are not typically addressed by the Department refresh. However, there are certain groups of school based users who may also be covered by the Department refresh program such as:
ESOL Teachers
Gifted and Talented teachers
Mental Health Specialists
Nurses
Speech Therapists
Step 2. - Determine the age of your Computer
Department computers older than five years may be eligible for upgrade as part of the Department refresh program. In order to initiate a refresh request, you must first verify that your computer is five years of age or older. The following methods may be useful in determining the age of your computer.
· The District’s fixed asset reporting system.
· Locating the original invoice from when the computer was purchased.
· Using the Dell or Lenovo warranty website to determine ship date (See instructions below)
Step 3. – Initiate Refresh Process.
If the above criteria of location and computer age is met, submit a HEAT request with the ETS Help Desk requesting an upgrade. You must include the serial number of the device with your HEAT request.
An ETS technician will evaluate each user’s eligibility, computer needs, and associated peripheral compatibility (docking stations, monitors, printers, etc.) Once the review has been completed, the ETS technician will then build quotes, process the order, and direct the new equipment to be shipped to your location.
Step 4. – Notify ETS upon Equipment Arrival.
Once the new equipment arrives, submit another HEAT request with the ETS Help Desk requesting that the equipment be installed. An ETS technician will then return to your location to complete the installation.
Frequently Asked Questions
How long will the process take?
Funding of the program, equipment availability, the number of requests currently in the system, and technician availability can all impact the department refresh timeline. ETS will process each request as quickly as possible but of course maintaining existing equipment will receive priority over new installs.
What equipment will I receive?
In the majority of cases, the District approved standard equipment will be provided. District standard equipment can be found here:
My current computer specifications exceed those of the District standard computers, will Department refresh replace my computer with similar upgrades?
In almost every case, the District approved standard computer is more than capable of running the majority of administrative applications used by District staff. If an upgrade is requested, ETS will evaluate the request based on usage and job requirements to determine if the upgrade is warranted.
Will Department refresh provide additional equipment such as extra monitors or wireless keyboards?
Department refresh will only replace existing equipment that is currently in use.
Can a laptop be substituted for an existing desktop computer?
Yes
Will monitors be upgraded during refresh?
Monitors will only be addressed as part of the computer refresh and will not be addressed separately. During the computer refresh, ETS will evaluate the users existing monitors to determine if an upgrade is warranted. Monitors will only be replaced if ETS determines the current monitor is defective, incompatible in some way or significantly smaller than the current District standard monitor.
Will computers not tied to an individual user be replaced?
File servers, lab computers, special purpose computers, spares, and loaner computers will not typically be addressed by the Department refresh program.
I have multiple computers, will they all be refreshed?
Only the user’s primary computer will be refreshed.
Will my tablet or iPad be upgraded?
Only the user’s primary computer will be refreshed. It will be the responsibility of each individuals department to upgrade secondary computers or devices such as tablets or iPad.
What if I am satisfied with my current computer, does it have to be upgraded as soon as it reaches five years of age?
Once your computer reaches five years of age, it can be upgraded at any time. Please keep in mind that many times older operating systems are no longer supported and may no longer receive security updates. If you would like to postpone your computers upgrade, please consult your location’s ETS technician to determine if it is safe to continue using that computer.
Can I keep my old computer?
Purpose of Department Refresh:
Reduce the support costs associated with older equipment.
Reduce down time, and provide users with the best computing experience possible.
Ensure that computers are protected and have the latest security updates possible.
Maintain compatibility with modern applications and systems.
As a result, it is expected that older equipment replaced by refresh will be retired.
Will technology items such as wireless mice and keyboards, Promethean boards, televisions, printers and copiers be addressed by the Department Refresh Program?
No, only the user’s primary computer and possibly monitors will be addressed by the Department Refresh Program.
Determine Dell Ship Date
Choose “Support”
Choose “Support Home”
Choose “Warranty and Contracts”
Enter the Dell serial number in the space provided and choose “search”
Look at the ship date to determine the age of the computer. Refresh is based on the age of the computer NOT the warranty expiration date.
Determine Lenovo Ship Date
Choose “Support”
Choose "Contact Technical Support"
Choose “PC” then select “View PC Support”
Enter the serial number in the space provided and click the magnifying glass.
Look at the start date to determine the age of the computer. Refresh is based on the age of the computer NOT the warranty end date.
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