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IT Hardware Standards Policy v1.1b

This document outlines Portland Public Schools' IT hardware standards and support lifecycle policies. It defines hardware as devices like desktops, laptops, tablets, and printers. A task force regularly reviews and updates the hardware standards to align with needs and vendor support. Equipment is typically supported for 4-6 years, after which it is decommissioned and recycled securely. Exceptions to the standards require approval from the IT department.

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337 views2 pages

IT Hardware Standards Policy v1.1b

This document outlines Portland Public Schools' IT hardware standards and support lifecycle policies. It defines hardware as devices like desktops, laptops, tablets, and printers. A task force regularly reviews and updates the hardware standards to align with needs and vendor support. Equipment is typically supported for 4-6 years, after which it is decommissioned and recycled securely. Exceptions to the standards require approval from the IT department.

Uploaded by

john
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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PORTLAND PUBLIC SCHOOLS

Information Technology
501 North Dixon Street • Portland, OR 97227
IT Hardware Standards Phone: (503) 916-3375 • http://ithome.pps.k12.or.us
IT Hardware Standards :: version 1.1

Overview
This document informs staff about policies regarding IT hardware standards and support lifecycle. The goal is
to improve IT efficiency, reduce exposure to risk, and deliver lasting value to the business. This is an evolving
policy and will be updated as needed. If you have any questions or concerns relating to this policy, please
discuss them with your supervisor, manager, or director.

Hardware: in the context of this policy, hardware is defined as desktops, laptops, netbooks, mobile devices
(including but not limited to iPads, Chromebooks, Android tablets, and smartphones), printers, projectors,
document cameras, monitors, or any variation of computer equipment that the District uses for instructional or
business purposes, with the exception of the copier fleet.

Background
The IT Hardware Standards policy will enhance the performance in delivering, implementing, maintaining, and
supporting hardware suitable to the educational and business needs of Portland Public Schools. A well-
managed technical environment reduces the total cost of equipment ownership.

A task force has been developed to review the hardware standards on a regular cycle. The task force includes
representatives from the User Experience, Instructional Technology, and the IT Service Desk.

Hardware Standards Review Cycle


The task force reviews the hardware standards on a regular basis to; (1) align with department and District
strategic framework; (2) ensure that vendor’s still support the equipment; (3) determine or modify the end of life
date for District support; (4) verify pricing; and (5) to update the model version if necessary.

The review timetable is as follows, or is reviewed as information becomes available from the vendor:
 Desktops / Laptops – every six (6) months
 Mobile Devices – every quarter
 Miscellaneous category (includes printers, cables, network equipment, etc.) – once a year
 Copier fleet – every five (5) years and is not covered as part of this policy.

Average Life-Cycle of Common Hardware


 Cell Phones: 1-2 years
 Desktop PC: 4-5 years
 Laptop PC: 3-4 years
 Monitors: 8 years
 Networking gear: 5-10 years
 Printers (non-copier): 3-5 years depending on usage frequency
 Servers: 5 years

Hardware Lifecycle, Decommissioning, and Disposal


A consistent and predictable lifecycle helps IT and the District plan for procurement and deployment of new
devices.

Service Desk provides minimal technical support or maintenance for desktops or laptops beyond five years old.
No technical support or maintenance will be provided for desktops or laptops beyond six years old.

PC and Mac Operating Systems should be the current version systems more than three versions earlier will
receive minimal support.
Information Technology :: IT Hardware Standards :: version 1.1 :: 09/29/2014
PORTLAND PUBLIC SCHOOLS
IT Hardware Standards Information Technology

Equipment that has reached end of life will be stripped of reusable parts (harddrive, ram, videocard, etc.) and
will be sent for decommissioning and recycling through a formally vetted vendor who completes a secure data
wipe of the device. Additional information regarding the decommissioning of equipment can be found in the IT
Asset Management Policy.

The following considerations are factored into the determination of the lifecycle of equipment:
 Operating System end date
 Support and end of life from the manufacturer
 Applications that need to run
 Cost of the equipment
 Depreciation of equipment
 Build quality – durability of the equipment
 Feedback from end users, Service Desk, and Purchaser

Managed Exceptions
Employees needing computer hardware other than what is stated on the IT Purchasing Standards must
request such hardware from the IT Department. Each request will be considered on a case-by-case basis in
conjunction with the educational or business need.

Information Technology :: IT Hardware Standards :: version 1.1 :: 09/29/2014

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