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Workstation Replacement (WSR) Information on Recycled Computers

Background

During the first couple of years of the WSR program, it was not mandatory that PCs be surplused when the new Provost funded computer was installed. PCs designated for replacement were often "trickled-down" to other users as equipment was scarce and resources insufficient. On the surface, it appeared to a good way to use older resources, although labor costs to handle these activities were not factored into total cost of ownership (TCO). Issues affecting the WSR program include the growing security risks to computing environments and the absolute necessity to keep software updated -- often on a daily basis. A single insecure system can jeopardize the entire UMKC network.

This will be the fourth year for the WSR program. The computing environment has significantly changed, the security risks are greater than ever and our faculty, staff and students require a higher level of technology. They need reliable, modern computing equipment for teaching, research and learning and to prepare students for future work places. A new guideline for last year's WSR program required that old PCs be surplused when they were replaced. The goal is to a provide a best-in-class, proactive computing environment and replace PCs on a regular schedule. The old equipment is cycled out to minimize downtime and create a computing environment that functions at optimum capacity with budgeted replacements.

Managed Desktop Environment

Why surplus old equipment?

Security perspective

*    Outdated equipment often can not run the latest operating system and often it is difficult to apply the latest security patches and fixes. If equipment is extremely old, updates may not even be available.

*    Out-of-warranty equipment is often too old to securely operate on the network and therefore can not take advantage of automated technologies available to update computers.

Risk Management

*    With adoption of Dell's asset management recovery program, Dell handles the logistics of pick-up, packing and transporting old technology components. Computers receive a proper disposal that meets EPA guidelines confirming UMKC's computers were retired responsibly.

*    With Dell's asset recovery program, UMKC retains any asset value from re-marketed systems or components. This helps to offset expensive disposal costs of old CRTs and the labor costs required to manage these activities.

*    Dell's recovery program also removes all software and data from hard drives with a Certificate of Indemnification confirming proper cleansing.

*    The proliferation of insecure, unmanageable computers threatens our ability to responsibly manage, track and keep within software license compliance for thousands of products from hundreds of vendors, thereby exposing UMKC to legal risk, including massive fines and legal costs.

Support Perspective

*    Because of the frequency of software updates a more automated approach has been adopted to keep software and hardware current. These newer methods require that hardware and software meet certain minimum standards. Older equipment is often a problem and requires expensive manual intervention.

*    A proactive approach to replacement improves customer satisfaction and increase reliabilities. A broken component on a warranted computer system may take 24-hours to obtain replacement parts and repair. A broken component on an out-of-warranty computer may take days to replace (or may be impossible to replace), creating a haphazard approach to managing technology.

*    Supporting legacy equipment at faculty and staff homes can be very difficult and frustrating for technician and customer and as such contributes to lost productivity.

*    A managed PC lifecycle helps IT staff stay focused on core projects and services while still effectively managing support for computing equipment.

*    Adoption of a well-planned, scheduled replacement cycle for desktop computers reflects best IT practices and current industry standards.

Procurement Perspective

*    Storage of old equipment is expensive and contains security risks if equipment contains sensitive university data

*    The labor and disposal fees associated with old equipment (specifically monitors) outweighs any value recovered through surplus sales, making it difficult to self sustain the surplus program. This issue is solved with the Dell Asset Recovery Program.

*    Continuing to operate with older equipment is not energy efficient, costing the university additional resources to maintain.