[Editor's Note: This plan was approved by the Information Resources Steering Committee. The process to carry out this plan is currently being drafted.]
Computer workstations are now an indispensable component of every office. Faculty, staff, and administrators use their workstations in every aspect of their duties. Since computers on campus are connected in a network, it is essential that each workstation represent current technology and be able to run the essential applications that define the University's business environment. It is also essential that each departmental file server be upgraded on a regular basis so that the network can function effectively. This plan describes an orderly approach to upgrading or replacing all computer workstations and large file servers on a regular basis, and it enables budget authorities to project the costs of such upgrades. This proposal does not affect computers used for special instrumentation purposes in University research laboratories.
The following assumptions underlie the figures in this plan:
Based on these assumptions, the following approximate costs can be applied to classes of computers used on this campus:
| Basic workstation | $1,400 |
| Advanced workstation | $2,000 - $5,000 |
| Laptop | $2,500 - $6,000 |
| Research workstation | $7,000 - $10,000 |
| File server | $6,000 - $40,000 |
Basic and advanced workstations are Intel based or Macintoshes. Research workstations are generally UNIX systems, but can also be specially configured Intel based or Macintosh machines.
Approximately 4,000 workstations exist on campus, each belonging to one of the above classes of computers. Approximately 90% of these (3,600) are Intel based computers. According to the Fact Book (1995-1996) there are currently a total of 4,286 faculty, staff, and teaching fellows who work full time or part time for the University. Some do not need their own workstation, while some use more than one. This plan assumes an eventual total of 4,300 workstations for faculty and staff use that will need to be funded from HEAF, M & O, and research funds. Intel based basic workstations are proposed to be upgraded on an annual basis and replaced every four years. Other computer hardware is proposed to be replaced every three years. The following tables identify the costs involved:
Four Year Schedule of Upgrades for Basic Workstations |
|||
| Year 1 | Acquire Workstation | 975 @ $1,400 | $1,365,000 |
| Year 2 | Upgrade Memory | 975 @ $160 | $156,000 |
| Year 3 | Upgrade Processor | 975 @ $450 | $438,750 |
| Year 4 | Upgrade Memory | 975 @ $160 | $156,000 |
Basic Workstation Annual Upgrade Cost: $2,115,750
File Server Upgrades
There are currently 41 large departmental file servers on campus that have no designated source of upgrade funding. The number of such file servers is projected to rise to 60 within two years. This plan proposes allocating each of these file servers approximately $10,000 each year for processor and memory upgrades or for disk drive and CD-ROM drive upgrades.
Comparative Costs Over Four Years |
||||
| Workstations | Servers | Total Cost | Annual Cost | |
| Proposed Upgrade Plan | $8,463,000 | $2,400,000 | $10,863,000 | $2,715,750 |
| Alternative 1: Replace Workstations Every Four Years | $5,460,000 | $1,200,000 | $6,660,000 | $1,665,000 |
| Alternative 2: Replace Workstations Every Two Years | $10,920,000 | $2,400,000 | $13,320,000 | $3,330,000 |
Purchasing new computers every four years is less expensive than the cost of this plan, but after the first two years of their useful lifetime, they no longer represent current technology. Furthermore, at the end of their four year lifetime, they cannot easily be surplused. Space for surplus computers is already critically low.
File servers average $20,000. Replacing them every four years will cost $1.2 million, but once again, by that time they will be obsolete. This plan proposes allocating $10,000 per file server each year for upgrades. Note that the four year cost of workstation and server upgrades proposed in this plan is less than the cost of replacing workstations only every two years. Essentially, this plan uses upgrades of workstations to keep hardware current while saving sufficient funds in the process also to upgrade servers on an ongoing basis.
The diverse vintages of workstations across campuses currently makes troubleshooting difficult. It is estimated that $100,000 in labor is currently spent each year in time consuming troubleshooting of older platforms. This plan will enable this labor to be redirected to more productive efforts.
The next table summarizes the cost savings of this plan:
Cost Savings of Workstation Upgrades Compared with 3rd Year Replacement |
|
| Hardware | |
|
$2,457,000 |
|
$614,250 |
| Labor | |
|
$400,000 |
|
$100,000 |
In addition to the cost of upgrading Intel based basic workstations, there will be an ongoing cost of replacing other platforms. These are summarized below:
Three Year Schedule for Replacing Other
Workstations
(Annual Cost)
| Basic Workstation (Macintosh) | 50 @ $2,000 | $100,000 |
| Advanced Workstation (Intel Based) | 40 @ $3,000 | $120,000 |
| Advanced Workstation (Macintosh) | 25 @ $3,000 | $75,000 |
| Laptops (department pools only) | 20 @ $4,000 | $80,000 |
| Graphical Workstations (Macintosh) | 15 @ $5,000 | $75,000 |
| Research Workstations (UNIX) | 20 @ $8,500 | $170,000 |
| Total Cost | $620,000 |
Annual Cost of Intel-based Workstation and Server Upgrades: $2,715,750
Other Workstation Annual Replacement Cost: $620,000
Total Annual Cost of This Plan: $3,335,750
b. Which computers need to be upgraded to remain current in the subsequent fiscal year