Guidelines on Allocations and Re-Allocations of Computer Equipment in the Library
Because the Library staff members move from one position to another because of promotions, laterals, and temporary or permanent re-assignments, we have the following guidelines to best leverage the institution's investment in equipment.
Assumptions
- Computers are assigned to a position, not a person.
- If a library employee leaves a given position for a different one in the system, the requisite equipment will be available at the new position to do her/his work.
- If the equipment at the new position is perceived not to be sufficient, then a request for upgrades will be submitted and it will be evaluated based on its merits against standing criteria and the available budget. See U.A. Library Guidelines for Equipment Replacement and Upgrades.
Practices
- Computers are "owned" by the Library, not by a particular team.
- When positions become vacant with no fill-in behind, equipment will be re-allocated to the general pool. A rule of thumb is: if it is known that the position will be vacant for at least four months, the equipment may be reallocated to meet immediate needs and an older PC put in its place. In such a scenario, DLIST must plan to upgrade the older PC by the time a new employee fills that position. This scenario rarely occurs.
- DLIST does not "own" computers. DLIST carries out prescribed Library procedures.
- If a staff member is reallocated to another position or has been promoted to a different position, DLIST will look at the two computers and determine if it is more efficient to take her/his computer and place the other computer in former position. This is dependent on the work assigned to each position. A staff's computer does not automatically go with the staff member.
- The Library has very rarely created an entirely new line. Team Leaders/Work Team Leaders should submit a one-time funding request for new equipment. This request should be bundled into the original BAG or Cabinet request for the position. Please consult with DLIST about the cost and type of equipment to purchase, Some Tips for Spec'ing out Hardware.
- Teams where there is no equipment for a particular position or where two staff members are sharing one PC, should follow the one time funding route to request a new computer. This is not an upgrade request.
- If a new port is needed, the Team needing the port will pay for it. This is not an upgrade request.
- Equipment for temps and student assistants are eligible for upgrades following the Library's guidelines document . However, there is no funding for new student workstations.
- DLIST is aware that temps and students are working on more high-level applications. Equipment will be provided with best of ability based on job. Every attempt will be made to provide team request, based on availability but not guaranteed.
- DLIST may make suggestions. E.g. reschedule student shifts, so that student computers are not idle during most of day.
- Teams may need to define workflow process during peak time frames to better determine how to distribute equipment.