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 computer per eligible employee (laptop OR desktop - those who receive a laptop agree that it will be their sole workstation)
• Monitor
• Default accessories that come with the base machine (standard keyboard and mouse)
• Computers are preloaded with commonly used software

Not included:

• Additional accessories, such as wireless keyboard, external webcams, port replicators can be purchased separately 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 permitted. IT Services will consult on these upgrades and 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.
• Decisions around which roles require a desktop or a laptop is left up to IT Asset Stewards in the individual faculties and units. These decisions are based on business need and budget availability.
• 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).
  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.

Decisions about the type of computer to allocate should be based on the Guidelines for allocating a laptop vs. desktop computer to administrative staff

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

View instructions on the various cables and ports at Connecting a laptop to monitor(s), docking station, and peripheral devices

Cost

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, which are reviewed each year. Monitors and other computer equipment are not currently in scope, but may be included at a later date.

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
• Eligible employees are entitled to only one computer under the program.

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 email 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:

• Recommended administrative computers and peripheral devices
• Register an IT asset purchased outside of LeJames
• Minimum standards for the purchase of IT equipment at McGill
• Guidelines for allocating a laptop vs. desktop computer to administrative staff

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.