Information Technology Policy Manual 2022

TECHNOLOGY REFRESH POLICY

PURPOSE The purpose of this policy is to inform City employees of our technology refresh guidelines and protocols.

SCOPE These standards apply in their entirety to the City employees of Greensboro.

DEFINITIONS

There are no associated definitions applicable to this policy.

POLICY/ROLES AND RESPONSIBILITIES

Many years ago the City Manager’s Office decided to make fundamental changes in the procurement process for technology-related equipment. The much improved process allowed departments throughout the City to lease computers, servers, printers, plotters, scanners, and etc. The IT Departments has developed standards for these items which allow proper support, maintenance, and an overall reduction in the cost of ownership to the City. By leasing computers and technology related equipment, the IT Department has been very successful in keeping up-to date technology in the organization. This process has worked very well for the City.

The IT Department has designated an amount of $500 or more as the amount to initiate a lease for technology equipment.

Expiring lease notifications are made 3 months in advance. Technology Liaisons are required to enter a request in a timely fashion for equipment to be ordered, received, imaged, built, and deployed. Old equipment must be returned by the expiration date. For laptops/desktops the lease term will be 48 months with a 48 month warranty. For network and servers the lease term will be 48 months with a 48 month warranty. On rare occasions, a department may have the need to retain equipment at the end of the lease term due to special circumstances such as the software not being compatible with newer equipment. In such cases, the liaison will need to contact the Leasing and Deployment Staff with information inclusive of extended warranty quotes for that equipment. The Leasing and Deployment Staff will then obtain approval from the Network Services Manager to proceed with final pricing. Once final pricing is received from the leasing company, they will advise the liaison and obtain an account number for making payment on the final price.

A fee will be imposed on expired equipment past 30 days. See the fee schedule in the current IT Service Catalog.

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