UNIVERSITY PC REPLACEMENT PROGRAM MANAGEMENT AND IMPLEMENTATION Pace University Presenters: Shikha Bajracharya Director - User Services Lawrence Robcke Manger - Client Support Office/Helpdesk Edward Prekelezaj Supervisor - Client Support Office

Pace University Overview 6 campuses in New York City and Westchester Over 12,000 Students Over 3,000 Faculty/Staff Over 4,000 Desktops and Laptops

Previous Purchasing Process Funding Structure Department Purchase Process and customizations Checks and Balances

Stakeholder Support High-level support and mandate Understanding financial requirements and benefits Department conversations

Program Goals Timely purchases and upgrading schedule Better purchasing and negotiation influence with vendors More efficiency in tracking and managing assets Standardization of installation and software processes Reduction of wasted delivery and setup time/efforts

Policy Development Program Details Eligibility for Faculty/Staff and Equipment Difference between centralized vs. departmental purchases Approval processes Recycling processes

Communication Process Obtaining departmental listings of eligible faculty/staff and budget representatives -Identifying key players for each department -Continuous inventory reviews Constant communication between departments and ITS -Emails -In-person meetings

Inventory Collection Process Initial collection process Methods and processes What information was obtained How did we get the machine information? (Software applications used)

How do we use that information? Contacting users and technical leads Inventory Database How do we use that information? Contacting users and technical leads Access database template All information gathered from the available systems and resources was used to build the inventory and then placed into a Microsoft Access database. This was a template that we downloaded from the Internet directly from Microsoft. Formatting and customizations made to this template allowed us to use this as needed for this specific project. Additional queries were built in the database gather the reports we needed for specific areas and the functionality for contacting and emailing users was built right into the template as well. Still it was by far a perfect product and the need for in-house customization was obvious. - Demo Microsoft access database here... No SCCM or AD data imported was the biggest issue.

New Inventory Database Access database vs. in-house online developed database New database developed in-house

Determining user needs PC vs. Thin Clients Custom configurations Program Process Determining user needs PC vs. Thin Clients Custom configurations Addressing how to handle additional costs Flexibility of the standard configurations

What would we do differently? Lessons Learned What would we do differently? Policy updates IT leads vs. contacting end users directly FAQ’s from users

Questions and Comments? Shikha – sbajracharya@pace.edu Larry – lrobcke@pace.edu Eddie – eprekelezaj@pace.edu