The Corporate Services Group (CSG) has been working on a model to better manage information and communication technology (ICT) assets at Charles Sturt. This follows a recent KPMG review to identify efficiencies and is also a result of feedback provided by university staff. The new model means that DIT, with the support of the Division of Finance, will manage ICT assets in a single centralised location.
Why do we need this change?
Every business unit currently manages its own ICT assets. Asset management varies from recording and tracking in spreadsheets to noting details on paper. In some cases, assets are not recorded and tracked at all. This leads to duplication of work, and staff potentially using under-performing devices.
Under the current model, DIT is trying to support devices that we cannot fix. The result is a loss of data and lower productivity. There are no guarantees for out of warranty devices, and these devices pose a significant security risk. Altogether this is costing time and money and is a considerable burden to the university.
What are the impacts of this change?
The financial arrangements for desktops, laptops, and tablets is changing. There will be a monthly charge for computer equipment and support, known as an ICT Service fee.
The fee will replace all current leases with the Computer Shop, and applies for both old and new equipment. This includes devices which have an expired lease and are out of warranty. The monthly charge stops when these devices are returned to the Computer Shop.
We encourage all business units to check their devices. Ensure you update equipment at end of warranty, or return devices that are not needed to the Computer Shop for disposal.
What are the benefits of this change?
- Reduced administration time and effort – Devices are managed and replaced automatically by DIT.
- Lower costs – Increased effectiveness of ICT assets means better use of the fleet and fewer computers gathering dust.
- Higher performance – A higher percentage of the devices will be in warranty. This guarantees optimum performance, faster repairs, supported equipment, and the latest technologies.
- Better sustainability – Significant reduction to power consumption across the university.
- Return on investment – Machines that once were only suitable for e-waste at a cost to the university can be sold at auction for a return.
What happens next?
The transition to centralised asset management is happening throughout the remainder of 2019, into early 2020.
Business units will be charged the monthly ICT Service fee commencing 1 January 2020 for devices that are in warranty.
Out of warranty devices will also incur the monthly fee until they are returned to the Computer Shop for disposal.
CSG is commencing direct communication with budget centre managers to start to transition devices that are out of warranty.
Questions?
If you have any questions or want to discuss the new process please contact Matt Barlow – Manager, Client Services, DIT.
Ongoing support is available through the IT Service Desk.