Computer Renewal Program

As you most likely know, the OVC/DSL Desktop Renewal program has been providing for the scheduled replacement of staff desktop computers at no cost to departments (laptops require a cost share).  Last summer we were notified that funding for this program would not be available for FY21 due to the need to redirect IT investment resources toward supporting health and safety initiatives on campus.  Just recently it was announced that funding will not be available for FY22 as well.  Despite the suspension of funding the OVC/DSL Desktop Support (compu-squad) team still continues to provide the computer replacement service, but at full equipment cost to departments.  

With this change in funding support some desktop and laptop computers could remain in service beyond three years (the typical replacement schedule).  However, computers less than 5 years old will generally perform as expected and possess the resources necessary to run IS&T provided and supported software.  We provide the information below to assist in your decision making as the new fiscal year approaches.  The attached computer inventory shows the fiscal year each machine in your area is/was scheduled for replacement.  For those machines scheduled for replacement in FY22 or earlier:

Option 1: Keep in Service

• This will keep a machine in service longer than scheduled, but should still work effectively
• Users may experience increased support needs                 
  • OVC/DSL Desktop Support has recently deployed new support tools to limit staff downtime during the repair/replace time frame.
• Hardware warranties expire after 3 years and repairs/replacements will be charged to the department. Hardware warranty options for machines over 3 years old:
  • Apple: None, as AppleCare is not extendable beyond 3 years
  • Dell: Machines are eligible for extended hardware warranty (check with compu-squad@mit.edu)

Option 2: Proactively Replace

Reduces the likelihood and duration of downtime

• Department bears the equipment cost but OVC/DSL Desktop Support will order and install 
• Provides opportunity for department to “best fit” equipment for potential hybrid work environment
• For continued OVC/DSL Desktop support and future replacement eligibility, departments purchasing new computers will need to select from the list of approved devices (attached)

We are cautiously optimistic that funding for this program will return in FY23, but we shouldn’t rely on that expectation. When deciding to keep a machine in service or not, please consider the potential delays in support or replacement due to potential hybrid work arrangements.