Forensicar e Policy and Procedure Manual

Number/Versi Category on Number Policy Statement Overview & Purpose

PC Replacement Policy

Level Information Technology ie. Level of Policy

The purpose of this policy is to establish a systematic approach to retiring and replacing personal computers that balances the need to keep technology current with the need to protect the environment. Adequate PCs will benefit Forensicares employees by ensuring that each person always has a PC that can support new software as it is released, can minimize machine processing time, and can minimize the time spent on machine maintenance. Additionally, by requiring that PCs have a useful life of at least four (4) years, Forensicare will reduce the impact of its electronics on the environment. As technology evolves quickly, this policy will be reviewed annually with a view to extending the useful life of PCs as long as they achieve the above objectives.

Policy Applies to: Forensicare wide Implementati on and Written by: Christopher Guest, Information Technology Strategic Manager, July Authority 2011 Approved by : Reviewed by: Executive to be inserted

Next review date: July 2012 Definitions Outcomes Procedures Process Standards If applicable What outcomes will this policy achieve PCs at Forensicare will follow a standard refresh lifecycle including procurement, deployment, maintenance and retirement. Each of these lifecycle stages has its own unique considerations. Procure or Lease

Confirm that new PCs meet the minimum PC configuration as defined from time to time by the IT department with due regard to Victorian Government ICT Contracted machines. Select a configuration that can reasonably be anticipated to meet needs for at least four (4) years from the Victorian Government contract. Perform a lease versus buy analysis to determine the most cost- effective acquisition arrangement

Purchase or lease PCs.

Deploy

Upon delivery all PCs should receive an asset tag and be entered into the asset management database. Ensure that new PCs are configured per IT requirements as defined in the Standard Configuration Document found on the IT SharePoint site.

Maintain

All PCs will be acquired with a 4 year warranty. IT will produce a Quarterly Assessment Report (QAR) following a physical audit, which displays inventory status on a quarterly basis for management of the replacement process.

Retire

Identify candidate PCs for retirement at each quarterly assessment. Coordinate simultaneous procurement of new PC and retirement of outdated PC.

The following diagram represents the checkpoints and relative timeframes for managing the PC refresh cycle. It is not intended to limit procurement to the end of the fiscal year but instead represents a full four year time frame in four complete fiscal years.
Quarterly Assessment Reporting Y1 Use r get s ne w PC Q 1 Q 2 Q 3 Q 4 Q 1 Q 2 Y2 Q 3 Q 4 Q 1 Q 2 Y3 Q 3 Q 4 Q 1 Q2 Y4 Q3 Q4 Use r get s ne w PC

Procu re Maintenance

Depl oy

Retir e

As shown in the figure above, the process for replacing a PC at the end of its 4year life cycle begins at the start of Q2 of the PCs fourth year. At this point, the process steps outlined above begin. Maintenance activities occur throughout the four year life cycle of the PC ACHS EQuIP To be inserted by Quality Manager Criteria Relevant Provide link/s

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Forensicare Policy or Guidelines Relevant Legislation and guidelines

I.e. Legislation, Australian Standards, Codes of conduct/ethics, Professional guidelines, Best practice evidence

Human Rights Link to HRC form Charter

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