Guidelines for SDU common item Computers, Monitors and IT Accessories
The purpose of standard computers, monitors and IT accessories as common items at SDU is to ensure that everyone employed by SDU can easily and efficiently obtain a well-functioning computer that supports their work tasks and complies with SDU’s IT security requirements. Additionally, the aim is to simplify administrative processes for ordering standard IT equipment.
SDU common item computers, monitors and IT accessories are subject to the same financial principles as other common items at SDU.
Fundamentals regarding standard computers, standard monitors and IT accessories (standard mouse, keyboard and headset) included in the SDU common items concept:
Standard IT equipment is expected to provide significant value in the daily work of SDU employees, but introduces new requirements for handling, ownership and replacement. The following principles apply:
- What is a standard computer? A standard Windows laptop which, within minor model variations, can meet the needs of at least 80% of SDU users requiring a standard Windows computer.
- The scheme covers SDU employees’ need for a standard computer. Whether an employee is to be provided with an SDU standard computer is determined by their immediate manager. The user is responsible for having received approval from their immediate manager before contacting the procurement organisation. An employee cannot demand to be issued a computer.
In cases of doubt, SDU IT will conduct an assessment in collaboration with the immediate manager. (Particularly relevant for employees who are also employed by other organisations)
- SDU IT assesses the choice of the correct SDU standard computer and monitor(s) based on the user’s work requirements.
- One computer per employee. An employee will only receive one standard laptop under this scheme. If additional computers are required, they must be ordered and paid for se-parately.
- Up to two monitors per employee. An employee may receive up to two standard monitors under this scheme. The primary monitor includes an integrated docking station. If further monitors are required, these must be ordered and paid for separately.
- Ownership of all standard laptops (historically HP EliteBook 84x series), standard monitors (HP 27”) and IT accessories within SDU common items lies with SDU IT.
- In the event of a computer fault or a required reinstallation that necessitates a replacement, an equivalent model or a newer model will be issued.
- In the event of a screen fault that requires a replacement, an equivalent model or a newer model will be issued.
- A new employee will receive either a new or a previously used computer and monitor, depending on the situation and availability.
- Computers and monitors are not replaced automatically after a fixed period of time, but only when deemed necessary to ensure functionality and sustainability, without significantly impairing the user experience or efficiency.
- Computers other than standard laptops and standard monitors must continue to be purchased under conditions where ownership is decentralised. This equipment will be fully supported throughout its lifetime but cannot be exchanged in the same way as stan-dard models.
- Return of SDU common item computers, monitors, and IT equipment that is not in use:
- Standard computers that are not in use, or before being transferred to another employee, MUST always be returned to the nearest Servicedesk.
- Standard monitors and IT accessories may be returned to the nearest Servicedesk if there is no current need to keep the equipment at an SDU office workstation.
- The same applies upon termination of employment, where all issued IT equipment must be returned to the nearest Servicedesk — both home and SDU equipment.
- IT equipment (computers, monitors, and accessories) that is NOT part of SDU’s common items may also be returned to the nearest Servicedesk. The equipment will then be transferred to SDU IT, which will ensure the most optimal and sustainable use of the equipment for SDU.
IT equipment for home workstations is not included in this scheme and must be procured separately and paid for locally.
Ordering of Equipment
New Employment
For new employees, standard computers, monitors and accessories are ordered via CRM when the user is created and assigned rights. Here, it is also possible to indicate the main work tasks, and SDU IT will, based on this, ensure that appropriate equipment is ready at the start of employment.
If IT equipment cannot or should not be ordered via CRM, standard IT equipment may be ordered via TrueTrade as with other SDU common items.
If equipment other than SDU standard common items is desired, for example a Mac computer or special computer, the SDU standard computer is deselected in CRM and the desired equipment is ordered via the SDU IT webshop following approval from the immediate manager. The actual purchase is carried out by SDU IT via TrueTrade, with local approval and payment.
Existing Employment
If the employee uses standard computers, standard monitors and IT accessories under the SDU common items scheme, SDU IT will ensure replacement of equipment when deemed necessary in terms of functionality and sustainability, so that the user’s experience and efficiency are not significantly impaired. Ordering is carried out by SDU IT through TrueTrade as with other common items after the user contacts the nearest Service Desk or through the local purchaser.
If other equipment than standard needs to be replaced, ordering is carried out via the SDU IT webshop following approval from the immediate manager. The actual purchase is carried out by SDU IT via TrueTrade, with local payment and approval.
Assessment of the Appropriate Standard Computer
The work requirements that must be supported by a standard computer can vary. The correct computer is therefore allocated based on current needs. SDU IT, in dialogue with the user, determines which standard computer is appropriate.
The computer may be either new or previously used. A new computer is not necessarily the best option.
If an issued standard computer cannot fulfil the task, it is possible to try switching to a more po-werful standard model. If the standard models do not meet professional requirements, a special computer must be purchased outside the scope of common items concept.
Care for the Computer and Monitor
A standard computer, monitor and accessories are owned by SDU IT. For reasons of sustainability and economy, users are encouraged to take good care of their computer and other IT equipment.
This means, for example, that personalising the computer with stickers or similar is discouraged, and ordinary cleaning and responsible physical handling of the equipment is expected.
If a computer is returned in a condition where it cannot immediately be used by other users, SDU IT will not be able to offer a replacement solution. The user will receive the same machine back after reinstallation. If the computer has been neglected to such an extent that it cannot be restored to an acceptable function through normal servicing, the computer will be replaced, and the user’s immediate manager will be informed. In special cases, compensation may be required, potentially with self-payment outside the common item concept.
Reuse of Standard Computers and Monitors
To ensure maximum sustainability, SDU IT aims to use computers and monitors throughout their technological life cycle, thereby reducing the purchase of new IT equipment.
This means that a computer or monitor may have several lives at SDU, starting by meeting one need and, later in its life cycle, meeting another, perhaps less demanding need.
When a previously used computer or monitor is issued, the recipient should receive a fully functional unit that technically meets the current need. The unit may show cosmetic signs of previous use but will be thoroughly cleaned and free of major damage.
SDU IT will carry out cleaning of equipment, and the computer will undergo life-extension processes where relevant.