The Directorate of Digital and Information Services (DDIS) manages IT resources across the University and ensures that all core staff members have access to one primary device[1] that is up-to-date and fit for purpose.

The Technology Renewal Program (TRP) is an approved process[2] whereby DDIS replaces devices, University-wide, at the end of the device’s product lifecycle.  This is performed on a rolling basis, renewing oldest devices first to ensure staff are using up-to-date technology to support them in teaching, learning, research, and other University business.

DDIS records each device, its location, and its assigned user in a managed asset register.  This information is used each financial year to forecast TRP allocations for core staff.   Replacements take place throughout the financial year and every effort is made to minimise disruption to business and the staff member.

TRP operates on a “one in – one out” basis.  This means that for each new device installed, DDIS will remove and securely dispose / recycle the old one.  This is essential to data security and ensures compliance with our Information Security Policy regarding disposal.

The University is committed to sustainability, so if the core staff member has multiple assigned assets, DDIS will take this renewal opportunity to explore all possibilities to consolidate them.

Scope

TRP applies to any University owned and managed device that is a core staff member’s primary IT resource.

Non-TRP Devices

The following are not covered by TRP:

• Laboratory devices
• Classroom devices
• Externally funded devices i.e., from a research grant
• Staff member’s secondary IT resources
• PGR devices

It is the responsibility of the staff member, Department or School to source funding for replacement costs of non-TRP devices.

Peripherals

Peripheral devices such as monitors, keyboards, mice, docking stations and chargers are not usually replaced on a rolling basis[3].  Instead DDIS will replace these if a fault occurs, and they are unrepairable.  

Rolling Replacement Process

The University strategy for replacing core staff devices is to employ a rolling replacement process.  This includes the like-for-like replacement of:

• Standard Laptop PCs (Windows OS or Linux) at the end of the minimum 4 Year Product Lifecycle
• Standard MacBooks (macOS) at the end of the minimum 4 Year Product Lifecycle
• Standard Desktop PCs (Windows OS or Linux) at the end of the minimum 5 Year Product Lifecycle[4]
• Standard iMacs (macOS) at the end of the minimum 5 Year Product Lifecycle[5]

Where a primary TRP funded device falls out with its projected product lifecycle due to a lack of TRP funds, DDIS will aim to replace it as soon as relevant funds are available.  However, if the device develops a fault, and DDIS are not able to rectify it, a recycled device may be offered.

The University employs a mobile computing solution first approach.  Any request for a fixed, Desktop PC, option will need to have a supported business case provided.

Where a higher specification is requested, DDIS will ask that a valid business case is submitted for approval.  The business case needs to be supported by the end users’ line manager and/or Head of School (HoS)[6].  Upon review, and based on the strength of the business case, the request will be either:

• Approved – DDIS will confirm the required specification before purchasing the item, the cost of which will be covered by TRP and, where funds allow, future replacements.
• Declined – User has option to accept the standard TRP device or source additional funding from department/School/other source.  Please note, costs of future renewals must also be met via additional funding source(s).

New members of core staff

Where there is no existing device, new members of core staff will be provided with a standard docked laptop setup.

New devices for a replacement member of core staff will only be considered where the existing device is already out with, or in the last 12 months, of its product lifecycle.

Devices should not be cascaded from one user to another without DDIS intervention; this is to ensure the device is appropriately cleaned and the asset register and user details updated.

Multiple Devices

There will be instances where a staff member has multiple IT resources assigned to them.  In such cases, only one of these will be considered as their primary IT resource.   All other devices will be marked as non-TRP eligible.  At the time of renewal DDIS will ask the individual to review their assigned devices with a view to consolidating them.  Not only will this reduce the estate and support overheads, but will also assist the University in achieving its carbon net zero targets.

Information Security

All University owned devices, regardless of funding source, are subject to secure disposal / recycling.  When devices reach the point where they can no longer be maintained and patched, and the resulting associated security issue(s) create a risk to institutional data, DDIS will request the device be returned / uplifted for secure disposal / recycling.