OBSOLETE EQUIPMENT REPLACEMENT PLAN

The Arp ISD Asset Management Program (AMP)

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OBSOLETE EQUIPMENT REPLACEMENT PLAN

The AMP: The Arp Schools will strive to maintain a cycle of upgrading, migrating, salvaging, donating, and/or replacing computer & technologies every 3 years. One third of all district technology resources are on a single cycle for replacement, upgrade, and/or migration. All resources are scheduled on a staggered 3-year cycle.

Administrative Offices:

All business, campus, and administrative offices will maintain a three- year AMP cycle. They will plan for this cycle in their budget. The district technology department will place all computers, hardware, and software on a rotating and staggered 3-year cycle. This cycle will be maintained in the inventory database.

The basic Arp Asset Management Program consists of an inventory tracking system, which includes at a minimum:

Physical Asset Information: configurations, software versions and licenses, and serial numbers
Financial Asset Information: cost, depreciation, fund source, and capital asset values
Service Contract and Warranty Information: warranty duration and levels, service providers, and service contract entitlements

Equipment disposal

Equipment disposal strategies for Arp ISD includes auctioning off equipment to bidders who have use for such equipment, donations to charitable organizations, and salvaging materials content. Equipment is taken off the schools inventory, following the Inventory Removal Policy

Equipment life cycle planning

When planning for equipment acquisitions and disposal it is important to understand the concept of Equipment Life-Cycle Planning (ELP). ELP is the management practice of defining the business, technical, or financial criteria that will cause an organization to replace a piece of IT equipment. Examples of each criterion are as follows:

Business: reliability or performance make it uneconomical
Technical: will not run software in environment, etc.
Financial: operating expenses exceed cost of replacement

Gartner Group developed the key elements of an equipment life cycle plan as illustrated below:

Key Elements of an Equipment Life-Cycle Plan

In order to make a thorough decision of whether a piece of equipment is obsolete, each of the key areas and its associated costs described below should be considered during the equipment life-cycle planning phase:

Programming and Technical Skill Sets: costs to acquire staff with specialized programming and technical skill sets for current equipment exceeds the cost to replace existing equipment
Software Licensing Costs: costs to license outdated software exceed the cost to replace existing equipment
Performance Levels: performance levels of existing equipment are outdated and the costs to upgrade equipment exceed the cost to replace existing equipment
Technical Functionality: Technical functionality of existing equipment is not as robust as new technology and costs to upgrade exceed the cost to replace existing equipment
Environmental: Environmental risks and penalty costs outweigh the benefits and costs derived from the existing equipment
Maintenance Cost: Maintenance expenses exceed the cost to replace existing equipment
Acquisition Cost: Operating expenses exceed the original acquisition cost of the existing equipment
Consumables: Supplies expenses exceed the cost to replace existing equipment.

For additional resources and information about disposing of obsolete equipment:

Access the Global Recycling Network’s World Wide Web page at http://www.grn.com

Access EPA guidelines governing the disposal of hazardous waste; see the Code of Federal Regulations — 40 CFR Parts 148, 261, 268, and 271 at http://www.epa.gov/epahome

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