Computer Standardization

To ensure that USD receives the best value on computers compatible with the USD infrastructure that can be efficiently supported by the ITS staff, USD requires advanced approval by Information Technology Services for all computer acquisitions. It is also stated in USD Purchasing Policy 2.10.2 that certain technology purchases, such as desktops and laptops, must be approved by ITS and ordered through ITS.

Standardization is key for any efficient support organization. It is not possible to support hardware from any and all vendors in a timely manner. It is especially important at USD, where ITS must set up, maintain, repair, and support over 2,000 computers.

Cost Value

By partnering with select vendors (Apple and Lenovo), USD is able to increase its purchasing power and lower its overall computer purchasing costs. ITS is able to negotiate lower prices on select professional/business-grade computers configured to meet USD needs.

Why is this important?

• Most computer manufacturers make two different grades of computers: consumer and professional/business.
• Professional/business-grade systems are typically made with name-brand parts from major manufacturers.
• Consumer-grade systems are typically made with more generic parts, or the parts that the manufacturer can get the cheapest in bulk supply.
• The computers that ITS recommends are in the professional/business class of systems.
• Manufacturers also make several different versions of a particular model. Version differences can be small (e.g., hard drive size) or significant (e.g., a different system/main board, wireless card or video card). These major component differences make it difficult for ITS to maintain a consistent software suite image.
• The professional/business-grade computers selected are reliable, supportable, and cost-competitive.

Compatibility

ITS works diligently with our technical partners to make professional/business-grade computer selections to best meet the computing requirements of the campus. ITS-acquired computers are tested for compatibility with the USD network and are scalable for 3 to 5 years of operations on our campus.

Time Savings

USD computers are pre-configured and tested during the manufacturing process to save the ITS staff significant computer setup time. ITS has agreements in place with our vendors (Lenovo) so that USD computers arrive on campus pre-installed with specific USD settings, including pre-installed software, pre-configured BIOS settings, and the removal of unnecessary vendor-specific programs.

Support

Computer standardization makes it possible for our ITS staff to promptly answer your questions and fix any problems that may arise. This ensures you receive efficient service when you experience problems, allowing you to get back to work as quickly as possible.

Standardization of hardware allows ITS staff to familiarize themselves with select computers. We work with our vendors to obtain any specific training needed for our staff to develop new technical skills required for the support of a new product. We are also able to request direct vendor support much more efficiently to help us better serve the USD community. With a limited number of ITS staff, standardization is a major advantage in ensuring that we provide university clients with the most reliable service.

Support Costs

The initial cost of a computer is just part of the total cost of ownership (TCO). Cheaper, non-standardized computers may save a little up front, but cost more in the end. TCO has a big impact on the campus community due to the hidden support costs caused by the amount of time it will take to set up, maintain, and repair a non-standard computer. This hidden overhead is costly to the university as it decreases the efficiency of the ITS staff and the customers they support.

Asset Tracking

Computers ordered through ITS are bar-coded, recorded, and tracked in the ITS asset inventory system. This provides us with invaluable data needed for software compliance, campus surveys, in addition to financial and accreditation reporting.

Highlights

• ITS routinely reviews hardware standards to ensure USD's high quality standards are met
• ITS has transitioned to a 5-year purchase program instead of a 3-year leasing program
• All computer purchases should be done through ITS. Learn why
• Some CRP models come at an additional cost to the department, and are listed as such. All prices are estimated.
• ITS will not process a purchase without providing a quote and receiving Budget Officer approval
• To learn more about the Computer Replacement Program, please review the CRP Guidelines.

What to Expect for my CRP

• You will automatically receive email notices to replace your device at 4 years + 11 months
• Fulfillment usually takes about 2-4 weeks - please make sure you will be available for deployment within two weeks before submitting
• ITS will assist you with transitioning all content from your old computer to your new device
• ITS will provide free repair for any manufacturer defect issues for up to 5 years after purchase date; damage from negligence or accidental damage must be paid for by the department

Endpoint Safety and Responsibility

To prevent loss, theft, or damage to your equipment, please follow these guidelines:

• Remember to lock your office door whenever you step out during the day.
• When staying in hotels, utilize the room safe or secure your laptop in your suitcase.
• If you need to leave your laptop in your car, please store it in the trunk for added security.
• Keep food and drinks away from your laptop to prevent spills and damage.
• If the laptop is damaged or stolen and the above procedures were not followed, you or your department may be responsible for the replacement cost. Lost or damaged laptops must be reported here.
• Report stolen equipment as soon as possible to: USD Public Safety (publicsafety@sandiego.edu) or call (619) 260-7777. If the theft occurred outside USD, please report the theft to the local police and obtain a police report.

Upgrading my CRP Computer

If you have additional hardware requirements not covered in our standard models below, these models can be upgraded upon request - simply include your upgrade request in the notes section.

Please note that the cost of any additional upgrades to your device will be included in the total cost, and must be approved and paid by your department Budget Officer. ITS will not process a purchase without providing a formal quote and receiving Budget Officer approval.