Overview
In cooperation with the Dean's Office, Franklin OIT provides computer lifecycle management for units and departments within Franklin College. As budgets allow, Franklin OIT plans for a four year lifecycle. This plan takes into account the average lifespan of the technology Franklin OIT supports and allows the college to maximize the usefulness of devices while minimizing downtime and support costs.
Benefits
Maintaining a computer lifecycle ensures the continued success of Franklin College by reducing downtime and increasing productivity. A lifecycle management approach also allows the college to budget and plan for technology needs rather than addressing critical needs on a case-by-case basis.
Roles and Responsibilities
Process Owner
IT Manager for Client Services, North
- Defines the process
- Monitors and reports process performance
- Aligns the process with changing business needs through continual improvement
Process Manager
IT Manager for Client Services, North
IT Manager for Client Services, South
- Ensures the process is executed appropriately at each described step
- Ensures the appropriate deliverables are being produced
- Guides process performers appropriately
Process Performers
IT Professionals with Client Services
Department Business Manager or other inventory representative
- Carries out process activities
- Works with stakeholders to ensure the effectiveness of the process
- Creates deliverables
Process Flow
Timeline
Process Narrative
Gather Inventory Data
Franklin OIT will work with UGA Property control to gather data on department inventory in February.
Submit Lifecycle Proposal
After collecting the data Franklin OIT will perform the following steps to create a lifecycle proposal:
- Identify the primary computer for each faculty member
- Remove any non-primary computers or non-IT equipment from the inventory list
- Sort the remaining devices by purchase date with the oldest equipment at the top
- Divide the list into quarters and color code:
- Red - oldest equipment, recommended for replacement this year
- Orange - older equipment, recommended for replacement next year
- Yellow - newer equipment, recommended for replacement in two years
- Green - newest equipment, recommended for replacement in three years
The lifecycle proposal will be submitted to the department by the end of February.
Department Review
The department will review the lifecycle proposal in March and make adjustments based on business needs.
Prioritized List in Requests and Commitments
The department will input their prioritized list in the Franklin College Requests and Commitments system before April 30th.
Preliminary Allocation Selection
Franklin OIT will use the following sources to estimate funding available:
- Funding levels from previous years
- Current funding available
Based on these estimates, Franklin OIT will select allocations to review for final purchase in May.
Scenario Created
Once allocations have been selected, Franklin OIT will create a scenario in the Requests and Commitments system by May 15th. Allocations will be marked as "Under Review." Allocations are based on estimated funding and are subject to change.
Order Placed
Franklin OIT will finalize funding sources and place a bulk computer purchase in June.
Final Allocations Communicated
Franklin OIT will communicate the final computer allocations by July 1st. Allocations that were fulfilled will be marked as "Franklin OIT Committment" in the Requests and Commitments system. Allocations that Franklin OIT was unable to fulfill will be returned to a "Submitted" status.