Cost-Sharing for Non-Standard Computer Deployments

This information applies to OEC's Core customers, which include:

• • JSOE Core Departments (BE, CSE, ECE, MAE, NE, SE, JSOE Dean's office)

  • active MOU Agreement (Physical Sciences (CHEM, MATH, PHYS,  SPS Dean's office), QI)

As an addendum to OEC's Standard Computer Deployment, there may be a need for the department to provide a computer that is NOT considered "Standard" to users that would otherwise be eligible for an OEC Standard Computer Deployment.

In this case, OEC is now offering a Cost-Sharing option to allow for more flexibility in meeting our customer's needs.

The process:

1. 1. The department head (MSO) will contact OEC to request a cost-share for the new desktop or laptop, and provide a chartstring to cover the cost overage.

   2. OEC will obtain a quote for the new computer, if the department does not already have one.

   3. OEC will then notify the MSO what the total cost will be, the amount of OEC's last purchase of the appropriate computer (desktop or laptop), and thus, the overage amount that will be charged to the provided chartstring. Once the MSO has approved the purchase, OEC will order the computer.

   4. OEC will receive the computer, set it up as fully managed, and deploy to the appropriate user within the department.

   5. In the OEC Asset Inventory system, The computer will be marked with affinity for the department that is cost-sharing. In this way, OEC signifies that the computer should be deployed within the cost-sharing department, even though it is owned by OEC.

IMPORTANT NOTES:

• • Any computer purchased through this Cost-Sharing option will be OEC-owned and managed. OEC is responsible for working on the computer, and costs associated with fixing it, in the same way that the Standard Computer Deployments would be OEC's responsibility.

  • While this does allow more flexibility in computing options, OEC retains the right to approve the final computer that is decided upon - this is to ensure that OEC will be able to manage this computer in a standardized and extensible fashion.

  • This offering is to cover a user's PRIMARY computer deployment, as an alternative to the Standard Deployment - this does not cover secondary computers that departments may choose to purchase for their employees

  • If the employee using this Cost-Sharing computer leaves the department, then the computer is returned to OEC, and OEC preps it for the next user. 

  • Due to the affinity assigned to the computer, the intent is that this would be redeployed to a user in the same department, because of the cost-sharing involved. Ultimately, any subsequent deployments would be up to OEC. OEC provides computing to many departments, and though it would never be OEC's intent to redistribute the computer to a different department, if it is in OEC stock (undeployed) then there may be the possibility.

  • When the lifecycle of the computer deems it necessary, OEC will be responsible for surplusing the computer. At that point, the person currently using the equipment can either switch out for a Standard Deployment, or the department can work with OEC on another Cost-Sharing purchase.

  • Core customer department MSOs will be notified of any changes to this policy.

Implemented 2023-06-09