Computer Replacement Program (CRP) FAQ

You’ve probably heard of the Computer Replacement Program (formerly known as the Three Year and Out (3YO) Program) that was implemented in June 2002. The core of the plan is found here but many have questions on how it will affect them. This FAQ page attempts to answer the most common questions people have asked. If you have a question that doesn’t appear, please email them to computer.repair@infotech.acu.edu and we will answer them and post the answers here for others to read.

   

#1. What is the Computer Replacement Program (CRP) in a nutshell?
#2. What benefits will I see from this?
#3. What benefits will ACU see as a whole?
#4. Which computers are being replaced?
#5. Will all computers on campus be replaced?
#6. I have more than one computer; will all of them be replaced?
#7. Are both Macs and PCs being replaced?
#8. What kind of computer will I receive?
#9. If I have a laptop now will it be replaced with a laptop?
#10. When is my computer being replaced?
#11. My computer is old now and my department is not scheduled for replacement until year three. What can I do?
#12. Can I order a different computer?
#13. Can I upgrade my computer after I receive it?
#14. Can I remove equipment from my old computer before it is picked up?
#15. Can I buy upgrades, parts, and printers using my credit card or through my department?
#16. I hear that all the computers will be backed up. How will that happen?
#17. Will you back up my MP3’s, personal software, games, etc?
#18. Do I have to be at my office when my computer is replaced?
#19. How long will my computer switch-out take?
#20. I’m behind right now. Can I reschedule my computer setup to another day, week, month, etc?
#21. What can I expect on the day my computer is installed?
#22. Can I trade computers with my secretary, coworker, supervisor, etc?
#23. If I change departments does my computer come with me?
#24. Can I keep my old computer in the department when I receive a new one?
#25. If I buy my old computer for my house and use it for ACU business will ACU support it?
#26. What software will be installed on my new computer?
#27. What happens to computers that are not bought and that are not under warranty?
#28. Can I change the operating system (NT, 2000, XP, OSX, etc.) of my computer?
#29. How will we track each computer?
  
 

Answers

#1. What is the Computer Replacement Program (CRP) in a nutshell?   

The CRP will move the responsibility of buying computers for Staff and Faculty members from the individual departments to a central ACU function similar to utilities such as power and water. All Staff and Faculty members will receive a new computer so they always have an updated computer that is under warranty. As part of this program a University-wide backup solution (which is limited to 10 gigabytes of the user's critical data) will be implemented to backup each user’s data to a network storage device automatically throughout the day to avoid loss of data.
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#2. What benefits will I see from this?   

Instead of holding on to out-dated computers that slow users down and even deny them access to new University software, each ACU employee will have an updated computer that is under warranty and capable of running all the University software. In addition, network storage will be implemented that will backup as much as 10 gigabytes of your critical data. In the event of a hard drive crash or a deleted file your data can be recovered and restored quickly at no cost to your department and without the necessity of tapes and tape backup equipment.
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#3. What benefits will ACU see as a whole?   

ACU will have more productive employees with equal access to the new software programs being implemented. Computers will be more homogenous allowing better training of technical staff and quicker diagnoses and repair. Repair costs will be dramatically lowered due to the computers being under warranty. Backups of data will reduce labor needed to recover and/or replace lost data as well as money needed for expensive data recovery of critical data using off-campus data recovery services. Most tape backup solutions for desktops will no longer be needed along with the costs and labor associated with managing these items.
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#4. Which computers are being replaced?   

Each Staff and Faculty member computer will be replaced in a continuous rotation. Each employee will only have one computer under this program. Critical student workstations that are used throughout the day such as receptionist positions will also be included in this plan. Each department will be contacted by Information Technology to finalize which computer will be included in the Computer Replacement Program.
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#5. Will all computers on campus be replaced?   

No. Each Staff or Faculty member will only have their primary computer replaced. Critical student worker positions will also be replaced. Each department, after consultations, will be contacted and verify their lists of computers/positions to Information Technology that will be included in the Computer Replacement Program.
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#6. I have more than one computer; will all of them be replaced?   

No, only one computer per Staff/Faculty position will be included.
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#7. Are both Macs and PCs being replaced?   

Yes, both Macs and PCs will be replaced. However, only one computer per person will be replaced. The department will pay for any additional computers.
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#8. What kind of computer will I receive?   

Each department will receive a University standard configuration computer, either Mac or PC based on the department's choice. The current standard specifications can be found here
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#9. If I have a laptop now will it be replaced with a laptop?   

Not necessarily. Faculty members will be given the option of a laptop or a desktop. Staff positions will only have the option of a laptop if their job requires it.
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#10. When is my computer being replaced?   

All departments have been divided into one of three years starting again with June of 2002. We are currently finishing up our first three-year rotation. The computers will be delivered throughout the year with the exceptions of August and September due to the heavy workload at the beginning of school. Approximately one month before your department’s computers are replaced you will be contacted and a time will be scheduled through your department. Due to budget constraints, the original three-year cycle has been extended to four years. In June, we will accelerate the schedule to have the original three-year plan back in place by June 2008. Any CRP computer with an expired warranty will continue to be serviced by Information Technology.
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#11. My computer is old now and my department is not scheduled for replacement until year three. What can I do?   

With your Department Chair and Information Technology approval, Faculty and all staff whose job necessitates a laptop may choose a laptop as their main computer. This will replace their existing desktop and not be in addition to it. Upgrades to more advanced computers will have to be requested by the department. The department will have to pay for the difference for the upgrades.
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#12. Can I order a different computer?   

Upgrades will be discouraged as they lead to the computers having many different configurations and makes support more difficult. However, if an upgrade is needed to complete a specific University job function an upgrade can be requested and approved through the Department Chair and Information Technology. Any additional costs will be charged to the department. All upgrades will become part of the computer and will stay with the computer when it is replaced at the end of its cycle. External upgrades (such as DVD ROMs or CDRWs) may be kept. 
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#13. Can I upgrade my computer after I receive it?   

No, the computers cannot be “stripped” before being turned in. All original parts as well as upgrades must be left with the computer. Part of the funding for the Computer Replacement Program is based on reselling the older computers while they still have a market value. Computers that are stripped will bring less money and may be damaged. This prohibition includes swapping monitors, mice and keyboards with other computers before they are picked up. The one class of exceptions to this policy is external USB and parallel devices such as external CD-RWs and printers.
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#14. Can I remove equipment from my old computer before it is picked up?   

All computer equipment must be approved through your department as well as the Information Technology department. Computers, computer parts and accessories cannot be purchased directly by the departments using credit cards and the like.

This allows Information Technology to ease the support burden by focusing on a limited number of brands and models. It also allows for IT to avoid purchasing certain items that are known to cause problems, even though they are inexpensive. 
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#15. Can I buy upgrades, parts, and printers using my credit card or through my department?   

Information Technology is adding network storage servers configured to allow up to 10 gigabytes of storage for each desktop computer. A client software application will be installed on each desktop computer installed under CRP that will continuously backup all files that are changed as you work throughout the day. Even if the network goes down temporarily you will be able to access your files locally from your hard disk and when the network connection is restored it will “catch up” and upload all the changes you have made while you have been off the network. This will eliminate or greatly reduce the need to use departmental tape backups over campus for desktop computers. This backup service will be started when you receive your new computer at no charge.
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#16. I hear that all the computers will be backed up. How will that happen?   

Since files are currently stored in many different areas of the hard drive, we will be backing up large parts of your hard drive to ensure that we are backing up all your critical data. However, to conserve bandwidth on our network and storage space on our servers, personal files such as MP3s, photos, screensavers, and other non-ACU work related files may not be backed up. If the files are directly work related, you may request backup of these files through your Technology Support Services rep and, if approved, your profile will be modified to include these files in the backup. Examples would include music compositions in the music department or scanned images for a Virtual Art Gallery in the Art department. The 10 gigabyte limit will still be in effect.
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#17. Will you back up my MP3’s, personal software, games, etc?   

Yes. The user that the computer is assigned to must be present throughout the computer install. Most installs will last less than half a working day. Due to the large number of appointments and time constraints, if you are not there, the computer will be replaced and your passwords will be reset. Also, there is a danger that some data or programs may be inadvertently overlooked when setting up the new machine.
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#18. Do I have to be at my office when my computer is replaced?   

Approximately four hours. Some computers may take less time but due to the complexity of transferring the data and programs there may be delays on some computers.
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#19. How long will my computer switch-out take?   

Unfortunately, the large number of computers being replaced necessitates following the schedule approved by your Department Chair and Information Technology. Schedules will be approved approximately one month before the day of the actual replacement.
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#20. I’m behind right now. Can I reschedule my computer setup to another day, week, month, etc?   

You will be notified approximately 30 days before and again the day before the move of when to expect the new computer to arrive. When the CRP techs arrive they will bring your new computer. While one disconnects your existing computer and removes it from your office, the other will be unpacking and installing your new computer. The computer will already have been imaged to include all the standard ACU applications on it such as Microsoft Office, Anti-Virus and Anti-Spyware Software. After it is installed they will have you log into the computer to allow him to set up the login correctly. They will then access the backup of your data on the server and proceed to copy your email, documents, and other data and settings to your new computer. Any preferences on backgrounds, email settings, folders and other settings must be communicated with the tech at this time. After setting up the computer they will have you log in and verify operation. They will then hand you a form that lists all the equipment delivered and will ask you to sign that you have received it and understood the requirements under the Computer Replacement Program. At this point they will be done and will leave to file the paperwork. 
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#21. What can I expect on the day my computer is installed?   

No. Each computer (and associated peripherals such as monitor, keyboard, etc.) will be assigned to a particular person and job function. Each will be tracked for replacement purposes and must not be traded, moved or switched to another location. If you change positions the computer will stay with the position rather than the person. Please contact Information Technology if this happens so we can switch data and update our records.
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#22. Can I trade computers with my secretary, coworker, supervisor, etc?   

No. If you change positions the computer will stay with the position rather than the person. Please contact Information Technology if this happens so we can switch data and update our records.
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#23. If I change departments does my computer come with me?   

Since part of the goals of the Computer Replacement Program is to make sure that all computers are under warranty or serviceable, departments cannot buy the old computer for use at ACU.
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#24. Can I keep my old computer in the department when I receive a new one?   

Computers bought at the auction will not be supported by ACU in any way including software support. Unfortunately there aren’t enough personnel to support home computers or personally-owned computers used at ACU.
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#25. If I buy my old computer for my house and use it for ACU business will ACU support it?   

All of the standard software normally loaded such as Microsoft Office, Anti-Virus and Anti-Spyware Software will continue to be loaded on the new computers at no charge to the department.
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#27. What happens to computers that are not bought and that are not under warranty?   

All computers will be sold at an on-campus auction. ACU employees will be notified of sales through the "Inside ACU" email publication.
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#28. Can I change the operating system (NT, 2000, XP, OSX, etc.) of my computer?   

No, for ease of use and support, it is better for a commonality of operating systems. All operating systems must be approved by Information Technology since they may not be backward compatible.
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#29. How will we track each computer?   

Each computer will have an Asset Tag for accounting and identification purposes. All pertinent information about the computer including memory, processor speed, hard drive size, location, warranty dates, user, etc. will be kept on file in Information Technology.
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