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Changes to how your IT equipment is provided

Key changes to purchasing IT hardware

Key changes to purchasing IT hardware

From 1 August 2023 we will be changing how your IT equipment is managed and looked after. IT Services will be responsible for buying and providing equipment for all users, and will hold the budget to do this. For more information on what this means for you, please see the detail below.

We are making this change to ensure we have a robust, mobile and interoperable suite of devices to support our work into the future. Other key drivers for this change include:

  • Our response to the Climate Emergency – we need to reduce our climate impact from these devices both at initial purchase, operation and disposal.
  • Improved ability to audit and track devices - we have findings placed on us around a single IT asset register for all Exeter devices and a leavers process that accurately tracks all asset returns.
  • Compliance with cyber security – we have a new cyber security strategy to align with including end point security for all devices to meet compliance and assurance objectives.
  • Support for Workplace 2030 – we need an ecosystem of devices that work well beyond a single allocated desk workplace, highly mobile and interoperable, agreed service (support) provision.
  • Creating a more economic process for IT provision resulting in a built-in recurrent saving from a reduction of the overall device spend across all functions (PS and Faculty).
  • All IT assets will be purchased and supplied by IT Services according to our OLA (Operating Level Agreement) and agreed business plan.
  • We will create a single IT Assets budget held in IT Services.
  • All assets will include devices purchased on research grants, capital projects and PDAs (Personal Development Accounts).
  • All assets will be pooled for maximum benefit and savings, with a single stock location.
  • A single asset register for all IT assets will be formed and audited annually
  • Standards for new equipment and role types will be used in planning and service provision.

We will be simplifying the way you interact with our support teams to streamline hardware provision and will be utilising the SR1 process to add in hardware requirements for new joiners and to recover hardware when someone leaves the institution.

We are also looking to improve our incident process to swap out hardware for loan or replacement devices to ensure you can still work with minimal delay.

A new hardware refresh cycle will be set and managed by IT Services. This means we will contact you to schedule a replacement and take responsibility for the process end to end, with no requirement for you; our users to do anything other than turn up to the appointment.

Any PGR’s that were provided laptops by their previous faculty will be supplied as part of this governed process prior to the 23/24 academic year.

If you have any feedback or questions on these changes, you can contact the team using this online form.

Frequently Asked Questions

This will be the main device used to complete your role. This will usually be a Windows device and associated peripherals depending on your role.

Colleagues moving between departments should retain those existing laptop and home-based peripherals. Campus desk-based equipment e.g. docks and monitors, should remain in place. If a colleague is moving from a desktop PC based role, then the incoming manager should request IT equipment be provided as a part of the appointment process.

IT Services will be managing a replacement programme for older devices which will mean laptops are replaced with the oldest laptops first. If you have a fault with your laptop that you feel an upgrade may resolve, please log an incident and a member of the team will assess this request. If you need a higher specification laptop to fulfil your role, please log an incident and a member of the team can confirm absence of faults.

All faulty IT equipment will be assessed by a member of the team who will be able to advise. This will be treated as an Incident which has a shorter SLA and will get you working sooner.

This will need to be purchased as additional equipment and paid for from the specific funding. It will still be a University-owned asset and returned to IT Services upon leaving or at the end of its life. In the event of a fault, we may offer an interim loan device whilst any repair is undertaken, but this will not be a direct swap as with primary devices.

IT requirements can be known before appointing to a role, however until an individual is appointed their specific requirements, for example, screen size, accessibility requirements etc. cannot be known. If an appointee is internal, they may already have IT equipment suitable to their specific requirements.

Purchase requests (for primary devices or associated peripherals) raised before the 1st August that have not already been deployed, will be affected. If your request is for standard equipment, it will be supplied as normal and your department/faculty budget that you supplied no longer recharged. If you have requested non-standard equipment, then any purchase orders in T1 will be changed to be charged to the centralised budget instead. Any purchase requests for additional equipment that is out of scope will be unaffected.

Please continue this and order equipment for new starters as you would before.  The new purchasing form will be adjusted to take away the need to specify your budget centre unless you’re buying grant or department-funded equipment.  You will need to ensure that the recruiting manager is aware that you are still doing this and doesn’t duplicate the order for the same starter using the links now on the ESR1 form.

It’s important to return the device to IT so that we can put it back into use as quickly as possible.  This will help us reduce the amount of money we spend as an institution on unused devices, and to make the most sustainable use of our resources.  It is also important that we wipe and service the device between users for Information Governance purposes and so that it works as well as it can.

If you have a member of staff who is leaving, please log a ticket with Easy Vista to arrange the return of the kit as appropriate.  You can find instructions on how to do this here.  There will also be links placed in the leaver’s form and the leaver’s letter to help with this.

Yes, if a staff device is required.  If a project output is providing equipment or there are additional requirements this should still be budgeted for in the project.

This will be the same as normal.  IT will provide standard equipment from stock using our purchasing form, and will order in anything non-standard for which we don't hold stock.

All university devices will be "owned" by IT services and information will be circulated about how devices not attached to any user will be collected.  Line managers will be responsible for ensuring user devices are returned to IT when staff leave.

IT will manage the device lifecycle and the replacement and refresh process.  Failure to refresh devices in the past has led to expensive and difficult projects to catch-up the basic technology (e.g. finding all the old Windows 7 devices).

Accessibility needs will be covered. Specialist requirements based on the role should be discussed with IT Services (either via your IT Partner or the Service Desk) so appropriate equipment can be sourced to meet the operational need.

Where software is purchased wholly for a specific team or function this remains in the operating budget of the relevant Division or Faculty. We monitor software use and utilisation and where it is more efficient to bring a product into IT Services we will do this by agreement.

Mobile phones are a separate item and are not include in the central budget.  Desk phones are being addressed through the Network Refresh Project.  The central budget covers a standard workstation which would include PC/laptop, single or dual monitors, docking station, keyboard, mouse and headset.

If you have any feedback or questions on these changes, you can contact the team using this online form