Rather than go into excrutiating detail, let me just point you toward a
contribution we've made to the Educause Effective Practices site:
That includes some links to more info on what we've done at IU.
Basically, we worked with campuses/schools/departments to build life-cycle
funding into their base budgets. And we work with Purchasing to do
periodic bids to get the best pricing. Our current standard desktop unit
costs just about $740. The original LC funding proposals actually had the
units at the $1000-$1200 range -- so in effect, as long as these prices
hold (which while they've increased, they've been in the $600-$800 range
for three years now) means the departments actually have *more* than they
need in these budgets. Which is good, because they 'skipped a payment'
last year when the University got hit with a 7% one-time reduction. Yet
another unplanned benefit.
You can also check out our computerguide site
(http://computerguide.indiana.edu/) for details on these deals.
Call or write if I can answer specific questions.
Brian D. Voss
Associate Vice President for Telecommunications
Office of the Vice President for Information Technology and CIO
Chief Operating Officer
Pervasive Technology Labs at Indiana University
On Fri, 7 Mar 2003, Helmuth, Ronald J wrote:
> For a number of years, Moravian College has had an official 4-year
> replacement policy for lab and employee desktop and laptop computers.
> Simple arithmetic lets us calculate the cost of the policy. We own 600
> computers on the refresh list, meaning that we should budget (or at least
> set aside) funds to replace 150 machines per year. If the weighted cost of
> desktops and laptops, Windows & Macs were $1600, the annual refresh cost
> would average $240,000 (150 computers X $1600). The actual weighted cost has
> fluctuated year by year in a helpful downward manner. (Oh, if you're
> wondering, once replaced with a new computer, 4-year-old computers are
> hardly ever thrown out. They tend to find homes as student assistant
> workstations, etc., for another couple of years. The unofficial refresh
> cycle is thus more like 6 years.)
> In 1999 we funded a special project that upgraded about half of our desktop
> computers for new Y2K-compliant enterprise client-server software. The
> intervening years have been easy, as only about $100k/year of upgrades were
> needed to keep us on the 4-year replacement cycle. Each year, however, I
> would remind people of the impending bubble. Unfortunately, the institution
> is always too relieved (and exhausted) by the effort to balance the budget
> to really address the issue (by seting aside a reserve fund with the balance
> of the $240k).
> Alas, our ability to spend money across the Institution has outstripped the
> resources available. And we're on the hump of the refresh cycle where more
> than half our computers should be replaced this coming fiscal year. As with
> many of you, we control budget line item growth year to year. Compared to
> last year, next year's requirement is about 3.5 times greater, simply not
> affordable in light of other institutional priorities (academic programs,
> Many of you must be fighting this battle, and I'm inviting you to brag about
> the "best practices" that have emerged at your institutions in the current
> fiscal environment.
> Have you found new ways of managing the refresh cycle that provides
> acceptability, affordability, and equitability?
> Ron Helmuth
> Director, Center for Information Technology
> Moravian College
> Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/memdir/cg/.
Participation and subscription information for this EDUCAUSE Constituent Group discussion list can be found at http://www.educause.edu/memdir/cg/.