McGill IT Knowledge - * About: Administrative computers

Service overview

Administrative computers are provided to all centrally funded (1A) administrative, full time equivalent employees who require computers for their work.

Service includes:

One laptop per eligible employee
- Laptops are now default provided computers for eligible administrative staff (1A funded); to request a desktop, a use case is required and will be assessed by IT.
One Standard 24in USB-C capable Monitor. If required, a 2nd monitor based on our standard can be purchased from McGill Institutional Sales (Le James) by the unit/faculty.
Default accessories that come with the desktop (standard wire keyboard and mouse). Laptop users can ask for used keyboards and mouse or get a new keyboard and mouse from McGill Institutional Sales (Le James).
Computers are preloaded with commonly used software

Not included:

Additional accessories, such as wireless keyboard, external webcam or a 2^nd monitor can be purchased separately by the unit/faculty from McGill Institutional Sales (Le James)

Details:

Standard desktop and laptop models are selected yearly by IT Services with the aim of meeting the needs of ~90% of staff. This includes emerging technology needs, like web meetings (via MS Teams, Webex, and Zoom).
Flexibility in terms of screen size, CPU and memory is possible. Based on the expressed performance needs, IT Services will recommend a specific model. The customer unit/faculty will be asked to cover the cost difference between the selected upgrade and the standard model.
In the interests of cost and fleet maintainability, the service only covers Windows-based computers unless it can be demonstrated that a mission-critical application is required for which there is no Windows alternative.
Business case to get a desktop for a user is left to the Asset Steward. Important: Shared computers, public computers, lab computers, classrooms PCs don’t need a business case to be a desktop model.
Computers are renewed (known as “evergreening”) when they are end-of-life and no longer fit for use (5 years for desktops, 4 years for laptops, and 7+ years for monitors). See The life cycle of eligible computers is assessed and managed through IT database.
Replacement ahead of schedule is discouraged and requires Director-level authorization. Customer units/faculties may be asked to bear the costs of these exceptions. See IT equipment lifecycle for additional details.

Who can use it

The program covers administrative staff who are centrally funded (1A).

Shared computers, used by casual workers, are also covered, as long as the computer is used on a more or less fulltime basis.

How to request & access the service

Requesting computers and equipment

IT Asset Stewards (usually the administrative person in the unit/faculty) can make requests for administrative computers via the Computer request forms on the IT Support site.

The strategy for evergreening of existing computers and specifications of Recommended administrative computers are announced to the unit/faculty each year through the Office of the CIO.

Getting a new work computer?

Back up locally stored files

Administrative staff are responsible for backing up any files stored on your work computer. Activate OneDrive backup to sync files on your local Desktop, Documents and Photos folders to McGill's OneDrive for Business cloud storage. Keep OneDrive backup on at all times so that you always have a copy in the cloud.

Ideally all work files should be stored on McGill-provisioned services for file storage and collaboration, such as MS Teams, SharePoint, OneDrive and D2.

Connect your laptop

If you have a USB-C monitor that supports Power Delivery with a minimum of 65W (preferably 90W), you only need to connect the USB-C cable from the monitor to your USB-C port in your laptop and this will charge your laptop, send the video signal to the monitor(s), activate additional USB-A ports located in the back of the monitor (for wired keyboard, wired mouse, USB Headsets and other USB devices). Most of the new USB-C monitors also provide network cable access if an active network cable is connected to the back of the monitor.

If you don’t have a USB-C monitor, you can view instructions on the various cables and ports at Connecting a laptop to monitor(s), docking station, and peripheral devices

Cost

There is no cost for standard computers and equipment provided by IT Services.

Departments may purchase additional equipment at their own expense but we recommend that they consult us if they wish to buy computers or monitors as we may need to support them. It is important to note that to be more efficient in our equipment maintenance efforts, we try to standardize as much as possible.

Availability

The evergreening program is re-evaluated on a yearly basis by the Office of the CIO.

Frequently asked questions

How is it determined how many computers a unit/faculty will get?
See How to request & access in this article.

Are monitors covered under the evergreening program?
The goal of evergreening is to continually replace outdated computers in order to maintain a fleet of computers that is at or above the minimum standards. These standards are reviewed each year.

Since our strategy changed (laptops instead of desktops), we’ve been trying to provide a new 24’’ USB-C monitor to laptop users and redistributing old still adequate monitors to desktop users (to replace their even older monitors that no longer have a sharp image display).

The evergreening program only provide one monitor per person. If a second monitor is required, department can purchase one from Le James institutional sales.

We recommend laptop users 24’’ USB-C monitor to go with a Dell P2425H monitor (same size as our 24’’ USB-C monitor and can be connected using daisy chaining in the back of the two monitors).

How do I dispose of end-of-life computers?
See Proper disposal of IT equipment at McGill

What should I do with older computers that are being replaced, but are not yet end-of-life?
See the instructions for re-purposing equipment in the Best Practices & policies section below.

How do I register an IT asset purchased outside of LeJames Store?
Please use the following form: Register an IT asset purchased outside of LeJames

Best practices & policies

Principles guiding the PC renewal program:

Zero fleet growth. A minimum of 1 old computer must be retired for each new computer allocated (1 in/1 out).
All end-of-life computers will be disposed of in accordance with IT Asset Management Regulation
Under the program, eligible employees are entitled to only one computer.

To support McGill's plans for fiscal and ecological responsibility, and to protect confidential data, please consider the following best practices:

Replace oldest computers first.
Repurpose, if possible. Older computers, that still meet McGill's reuse eligibility criteria, can be redistributed to other individuals or units/faculties. Your contribution of old equipment would be greatly appreciated. Please have your LAN Administrator send an email to administrative.desktop@mcgill.ca, so that we may manage the reallocation of equipment.
To comply with the IT Equipment Disposal Policy, follow the guidelines in Proper disposal of IT equipment at McGill.
Remove existing software and data from computers. Ensure all McGill-owned software is removed according to the terms of our software license agreements.

Training & documentation

Resources for IT Asset Stewards:

Instructions for administrative staff:

- - Activate OneDrive backup (to make computer upgrades quick and easy)
  - Connecting a laptop to monitor(s), docking station, and peripheral devices

Support

If your unit/faculty receives centralized IT support from IT Customer Services (ICS), you can contact the IT Service Desk.

Otherwise, contact your local System Administrator.

Note: Don't know whether your unit/faculty is supported by ICS? Don't know your Local Area Network (LAN) administrator? See the Who can use this service section of the IT Service Desk Service Description.