Question
Who is responsible for supporting equipment that was purchased as part of a campus planning project request?
Answer
In addition to the upfront cost of purchasing equipment, infrastructure, and installation services, your department will also be responsible for the cost of ongoing maintenance and replacement. Depending on the type of audiovisual, computer, or peripheral equipment you are purchasing, you may need to identify resources within your department to provide ongoing support. Lastly, ongoing delays in the supply chain may delay the arrival of new technology.
Scope of Project
Installing permanent technology in a space like a classroom or a conference room will always require a project request through Campus Planning. In some cases, the total cost of equipment and labor required to add technology to a space will not require the involvement of Campus Construction. A common example of this would be the purchase of a new television for a small conference room or collaboration space. While this will help streamline the process, these small space enhancements will still need to follow the remaining guidelines on cost, support, and ordering detailed below.
Technology Costs
During the planning phases of your project, the cost of computers, audiovisual equipment, and infrastructure will be included as part of the total project budget. Once installed, this equipment will need to undergo routine maintenance and replacement. Some maintenance can be covered by Information Technology Services (ITS), but at minimum the cost of replacement will be your department’s responsibility. Typically, audiovisual equipment should be replaced every 10 years and computers should be replaced at least every 6 years. Once your project has been approved, your project or planning manager can help put you in contact with a resource from ITS to help you estimate the ongoing costs of maintenance and replacement.
Technology Support
Once the technology has been installed, a plan for the ongoing support for the equipment in your room will need to be established. General equipment used commonly throughout campus will likely fall on a combination of your department and ITS to support. If your space requires unique equipment that has been approved by ITS, your department will need to identify an individual to support the unique equipment. ITS will work with that resource and provide “best effort” to ensure the equipment functions as needed.
If equipment not approved by ITS is selected, your department will be solely responsible for the support, inventory, and maintenance.
Technology Orders
Most of the equipment installed in your new space will come through the project. Current delays in international shipping and production will likely push back the arrival by 6 to 8 weeks. If the equipment installed in your space requires parts replaced either for general use (e.g. projector lamps), or for the potential of critical system failure it may be worth purchasing backup equipment in advance to avoid issues with the same shipping delays. For more information, please review the device/accessory purchasing guide.
For additional assistance, please contact Information Technology Services at 419-372-0999 or through chat.