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NYSERDA Computing Equipment Policy

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This page reviews NYSERDA User Computer Equipment Policy outlining what equipment staff are eligible for, based on their employment status along with guidance on NYSERDA's approach to refreshing existing equipment.

Computing Equipment Standards and Eligibility

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The below table outlines what NYSERDA computing equipment staff are eligible for based on their employment status. Where applicable, notes are added to reference specific details or approvals that are required before computing equipment is deployed to staff.

Variances to the below are communicated through Jira tickets and are subject to approvals before hardware is deployed.

Equipment TypeFull Time EmployeesInternsContractors

Monitors

  • 1 Primary Monitor
  • 1 Secondary Monitor (upon request)
  • 1 Primary Monitor
  • 1 Secondary Monitor (upon request)
  • 1 Primary Monitor

Computing Device

  • 1 Primary Computing Device
    (Laptop or Desktop at the user and manager's preference)
  • 1 Primary Computing Device
    (Laptop or Desktop at the user and manager's preference)
  • 1 Primary Computing Device
    (If requested. Typically, contractors use virtual machines, or are entirely work from home and do not require hardware.)

Docking Station

  • 1 Docking Station
  • 1 Docking Station

Not eligible

Keyboard

  • 1 Keyboard
  • 1 Keyboard

Not eligible

Mouse

  • 1 Mouse
  • 1 Mouse

Not eligible

Audio Headset

  • 1 Headset
  • 1 Headset

Not eligible

Apple iPhone

  • 1 Phone
    (Requires manager approval)

Not eligible

Not eligible

Apple iPad
  • 1 iPad
    (Requires a documented business need and supervisor approval)

Not eligible

Not eligible

User Equipment Refresh Interval

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IT Equipment: IT Operations will use the following guidelines to determine when equipment should be replaced.

Users whose business needs change mid-cycle will be handled on an as-needed basis.

Equipment TypeRefresh Interval

Windows Laptop and Desktop Computers

  • Replaced on a 3-year cycle in sync with the 3-year support p[lans acquired at the time of procurement.
  • Note: OITS follows a 4-year refresh for this equipment. NYSERDA prefers to have all equipment in the field under support to limit budget impacts of failed equipment.

Mobile Phones

  • Replaced on a 2-year cycle as provided by the OGS contract with the cellular carriers.

Chromebooks

  • Replaced on or before the device end-of-support date as noted by the manufacturer.

Monitors/Displays

  • Replaced only upon failure.
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