Desktop Refresh Program


From: Papini, Dennis R
Date: Tue 8/13/2019 8:17 AM

To: UIS Employee – Official Information DL;

In an ongoing effort to adjust priorities and needs with budget cuts, the Provost’s Office has determined that any new purchases for the Desktop Refresh Program will be temporarily on hold for FY20. Any employees who would normally have been eligible for a new computer in this upcoming year will remain at the top of the priority list when funds are made available to purchase new computers. As new employees are hired, departments should reach out to ITS and they will provide a computer for their use.
Please understand that the decision to not make new purchases for the Desktop Refresh Program applies to all computer purchases by departments. Departments will not be approved to buy computers using their own funding.

Dennis R. Papini
Vice Chancellor for Academic Affairs and Provost
University of Illinois at Springfield
Public Affairs Center, Room 530
One University Plaza, MS PAC 525
Springfield, Illinois 62703-5407
Fax: 217-206-7623

Objective: The Desktop Refresh Program is a cost-sharing initiative dedicated to ensuring that full-time faculty and staff in participating units have workstations available to fully participate in a technology-enabled work and learning environment, while making the replacement process seamless and cost-efficient.

How often: ITS will provide every full-time faculty and staff of CLAS, CBM, PAA, EHS, and participating administrative units with a desktop or laptop computer once every four years. The oldest computers will be refreshed first. ITS will attempt to refresh approximately the same number of computers each year.

Who is eligible: All full-time faculty and staff from participating units– one computer per position once every four years. Individual staff/faculty are required to turn over their existing DRP computer in order to receive a new one. Computer assignments are for four years – a new faculty or staff filling a vacated position will receive the existing computer. Retired faculty who continue to teach will keep their existing DRP computers.

DRP Phases
Computer replacements occur twice a year. When computers become eligible for replacement, the faculty and staff will be contacted via e-mail and directed to a Web form listing their options. The e-mail message notifying them of the impending replacement will contain a deadline for their reply. If they do not respond by that time, replacement will be deferred until the next phase.

Once the new computers are ready for delivery, ITS technology support staff will contact faculty and staff directly to set up a mutually-convenient time to deliver the new equipment. ITS staff will transfer data from the old computer to the new one.

Configuration options: Faculty and staff can choose between standard-model Apple Macs or Dell PCs, in either desktop or laptop configurations (subject to change each year):

  • Desktop – Dell OptiPlex 7070 Small Form Factor
    Dell Optiplex 7040 Minitower
  • Desktop – Dell OptiPlex 7470 All-in-One XCTO [NOTE: An All-in-One model has the advantage of conserving desk space. It does not have a tower separate from the monitor – all computer components are built into the monitor.]
    Dell Optiplex 7440 All-In-One
  • Desktop – iMac
    Apple iMac 21.5 inch
  • Laptop – Dell Latitude 7400
    Dell Latitude 7450
  • Laptop – Dell Latitude 5500 XCTO [Full Keyboard and Number Pad]
    Dell Latitude E5550
  • Laptop – MacBook Pro
    Apple Mac Book Pro 13 inch

Configurations are carefully chosen to meet the current academic and business needs.

Ownership and inventory control: This program is a partnership between the college/department and ITS. Below is a list of responsibilities for each that we see as key components to successful implementation of the program:

ITS Responsibilities:

  • The computers will be the property of ITS.
  • ITS is responsible for maintaining accurate inventory records in the University’s inventory system FABweb.
  • ITS will provide maintenance during the PC life cycle.
  • Contact ITS if the computer requires any sort of maintenance, repair, replacement of parts, etc. ITS cannot reimburse employees or other departments for parts or services.

College/department Responsibilities:

  • Assist ITS with the collection of inventory information and maintaining accurate records.
  • Notify ITS of new positions created.
  • Notify ITS when faculty/staff leave the college/department.
  • Purchase of additional items such as: 2nd monitor, docking station for laptop, etc.
  • On an annual basis, each college/department will be given a listing of computers to verify the location and return to ITS for updating into FABweb.

Current Models & Configurations

Desktop 1

OptiPlex 7070 Small Form Factor XCTO, Intel Core i7 Quad Core Processor
16 GB Memory
Intel Integrated Video Card (Dual Monitor support)
512 GB Solid State Drive
2 Button Optical Mouse

Laptop 1

Latitude 7400, Intel Core i7 Processor
16 GB Memory
512 GB Solid State Drive
14″ HD Anti-Glare (16:9) WLED (non-touch screen)
Built in Webcam
Wireless-AC 8265 Wi-Fi + BT 4.2 Wireless Card
4-cell Battery

Desktop 2

OptiPlex 7470 All-in-One XCTO, Intel Core i7 Quad Core Processor
16 GB DDR4 Memory
23.8 in Widescreen LCD Monitor (Dual Monitor support)
512 GB Solid State Drive
2 Button Optical Mouse

Laptop 2

Latitude 5500 XCTO, Intel Core i7 Processor
16 GB Memory
Full Keyboard with Number Pad
512 GB Solid State Drive
15.6″ HD Anti-Glare (16:9)
Built in Webcam
Wireless-AC 8265 Wi-Fi + BT 4.2 Wireless Card
4-cell Battery

Desktop 3

iMac, 21.5-inch: 2.3 GHz dual-core Intel Core i5
Intel Iris Plus Graphics 640
256 GB Solid State Drive
Apple Mouse
Apple Keyboard

Laptop 3

Mac Book Pro 13-inch
1.4GHz Quad-core Intel Core i5
Intel Iris Plus Graphics 640
256 GB Solid State Drive
Two Thunderbolt 3 Ports
Touch Bar and Touch ID
Backlit Keyboard

Repurposing DRP Computers

  • Replaced DRP computers are returned to ITS.
  • Computers being replaced will be evaluated by ITS to determine if they are useful for repurposing.
  • ITS will keep as many of the computers as necessary for special needs (spares, computer labs, etc.).
  • Repurposed DRP machines can be used for temporary or student employees, for adjunct faculty, or in cases where additional computers are needed.
  • Requests for repurposed computers are made to ITS Client Services.
  • The requesters should agree to purchase service warranty for two years by providing a CFOAP on the request form. The approximate cost is $120/year.
  • Upon approval, ITS will set up and deliver the computers.
  • Repurposed computers will remain on ITS inventory.

To request a repurposed computer, please complete and submit the request form. You will also need to provide a CFOAP to cover the cost of a 2-year service warranty, after gaining the needed approval/authorization from your dean/director/department head.

Please contact Kara McElwrath at with any questions.