Computer Replacement (RMP)
The University's Resource Management Plan (RMP) is the phased replacement of all university-owned computers over a four-year cycle.
The process for RMP replacements was implemented with the intention of creating a streamlined, convenient flow of information and service. Information is forwarded to RMP Coordinators, LMU faculty, and staff via email, web form, our work order system (ServiceNow), and a self-scheduling calendar.
See the RMP catalog in Service Now.
Adding Computers to RMP Inventory
If you wish to add a new computer to your departmental inventory and would like to put it on the RMP schedule here are the basic steps:
- Email email@example.com with the details of your request: MAC or PC; Standard computer or Special Configuration. The work order ticket will be forwarded for review and approval.
- Prepare 2 BCR's (Budget Change Requests). The budget manager for your school should have this form available. If not, please contact Greg Hadzinski for a blank template.
- 1st (Temporary) BCR will be for the one-time cost of the computer.
- 2nd (Permanent) BCR will be for $500. This is an annual budget reduction that places the computer on a 4-year replacement cycle (RMP).
- The RMP account number needed for the BCR is 11-2-67650-00000-7001.
- The "Reason" section on the BCR should include the following information:
- Make/Model of Computer (e.g. Lenovo standard laptop, etc)
- The primary user of system; or alternate contact name if necessary
- The location of install, and date needed
Note: If there are any extras that you need such as printers, docking stations, external monitors etc, please note this in your initial request. Someone in our Purchasing group will contact you with any amounts due for the extras or computer.
- Send this paperwork to Greg Hadzinski in ITS Daum Hall, MS 8370
- Greg will create a work order for installation if we have the model in stock. If it is a special request, the order will be placed. Installation will be scheduled when the computer is received.
Note: BCR's are only needed for initially adding a computer to inventory and RMP. If you are adding upgrades to an existing RMP computer; or a special order computer is being bought from a grant (not added to inventory); a Requisition with the necessary information is all that is needed.
Four years is a long time in the world of desktop computing. Computers purchased for business use typically suffer more wear and tear than computers purchased for home use.
It is important to process your RMP replacement within the fiscal year in which the computer’s warranty has expired, once you are notified to do so. As a computer with an expired warranty continues to age, repairs are no longer covered, certain drivers may no longer have updates, and critical security patches may no longer be provided. A four-year-old computer is prone to hardware failure. If/when that happens, productivity loss is inevitable, and permanent data loss is highly possible. LMU prefers to be proactive in replacement, in order to maintain computers at their optimal level.
The RMP operating budget is populated by an accrual process of $500 per year, per computer, for four years, for a total amount of $2,000. It does not continue to accrue after year four. The replacement year is determined by the warranty expiration date. Operating budgets do not carry over across fiscal years. If you do not replace your computer in the fiscal year in which it is due to be replaced, you risk not having the funds available for replacement. Likewise, if you wish to process your RMP ahead of schedule, you must provide the additional funding to bring it up to the proper replacement value. For example, if your computer is in its second year of RMP, you would need to provide $1,000 to bring your accrual amount to the full replacement value, and prevent taking funds away from the other computers within their proper replacement year.
ITS is responsible for determining LMU standards for technology. Computing standards for business use are typically much higher than the standards for home use. With technology, you often get what you pay for, so buying a cheap computer does not save time and money on the backend, in terms of supporting an inferior product over the course of four years. In addition, it is important to note that spending less on one computer does not entitle the individual to the remaining amount. Think of the RMP budget as a large pot of funds to keep the university, as a whole, on the most optimal desktop computing technology as possible, instead of thinking about the cost of a single computer; $2,000 is an average determined by the Controller’s office to keep from raising the departmental contribution on a frequent basis.
ITS remains diligent in negotiating with our vendors to keep the cost of “buying into” RMP at this rate and the rate has not changed in several years as a result. Some of our standard computers cost a little more and some cost a little less to maintain this financial balance. However, if the ratio tips toward the more expensive end per computer, the departmental yearly contribution to RMP will go up.
ITS establishes RMP computer standards based on the average computing needs of the university. ITS purchases in bulk to maintain inventory stock on these standards, which reduces the cost to the RMP budget, and delivery time to the employee. However, ITS recognizes that different job functions and responsibilities may require more processing power than our standard computers provide. The RMP selection process offers a category called “Special Request”, which allows employees to describe their needs more thoroughly. If it is determined that increased specifications are necessary on an employee-by-employee basis, the RMP budget will provide a $2,000 credit toward the purchase, and the department must cover the remaining balance. The computer will be special ordered, and may take additional delivery time, depending on manufacturer availability.
An average of 600 computers are up for RMP replacement each fiscal year at LMU. ITS has around 30 slots each week for RMP replacements, so it is important to release computers at a rate in which appointment slots are most likely available to allow the process to continue at a reasonable pace. RMP computers are released according Approval Groups, to which each department belongs. Each Approval Group has a RMP Coordinator, who is usually a Budget Manager and/or Administrative Assistant within the department. The RMP Coordinator is your internal contact for answering many questions you have about RMP for your group. Please contact your RMP Coordinator to help escalate any concerns you have about the timing of your replacement.
RMP workflows can be stalled at a few points along the process. The most common points are Waiting for RMP Coordinator Approval, Collect Payment, and Appointment Needed. ITS does not force RMP Coordinators to approve selections quickly. The assumption here is that any delay is due to valid internal consideration(s), and ITS does not interfere with this process.
If you have made a special request, it's possible funding has not yet been determined to cover the cost overage. ITS must have a signed Purchase Requisition in-hand before the order can be purchased. Once the RMP Coordinator approves the special request and the computer has been received, an email will be sent to you requesting that you make an appointment. The workflow will not move forward until you make an appointment through our scheduler. If you feel your RMP computer is taking too long to arrive, please reach out first to your RMP Coordinator, and then the ITS Service Desk at firstname.lastname@example.org or 310.338.7777 if you still unanswered questions.
RMP is a preventative maintenance program. However, if ITS is experiencing a high volume of break/fix requests to handle stalled productivity issues with existing computers, it may be necessary to reschedule RMP for another time.
RMP policy states that you must return the old computer to ITS when you receive the new one. There are many reasons for this policy. Please see the FAQ titled, “My computer is working fine. Why do I need to replace it?” for some of those reasons.
The 1:1 exchange of computers for RMP also keeps software licensing in compliance. RMP is intended to provide replacements for an employee’s primary computer.
Highly specialized, computers probably should not be on RMP if you do not want to return them in four years. ITS will work with you and handle the purchase of a specialized computer, but provide an Asset Tag indicating the machine is a “NON-RMP” computer. NON-RMP computers are not primary-use computers and are not replaced on any automatic schedule. Once the warranty expires, support becomes best effort, and any repairs are the responsibility of the department to cover.
There are many reasons why the university does not have a buy-back plan on old computers. The main reason is that most employees tend to expect their computers to remain the same once they assume possession of them, but LMU software licensing agreements state that its software shall only be installed on LMU-owned computers. The penalties for violating software copyright law can be steep and enforceable on the individual, not just the university. If you were to purchase your computer from LMU (or even if LMU were to give you the computer at no cost), the ownership transfer would demand that the software including the operating system in most cases, be removed.
Computers retired under RMP are picked up by an LMU-trusted vendor, which provides a certificate of Department-of-Defense-level destruction on all hard drives. The vendor reimburses LMU for the remaining value of any useable hardware. This money goes to fund LMU’s Student Award program, directed by Financial Aid, which provides laptops for candidates in need to aid in their student success.
Under the direction of the School of Education, computers retired from labs and classrooms - computers that were not configured to store sensitive information on the hard drive – are repurposed schools, churches, and various charitable organizations that could not otherwise easily afford such equipment.
Please contact your RMP Coordinator or the ITS Service Desk at email@example.com or 310.338.7777 with further questions related to RMP.