EXECUTIVE SUMMARY:

In accordance with a directive from the Governor in 2011 to redefine the State’s Technology Replacement Program (TRP), changes were made in the processes for purchasing desktop and laptop technology. The resulting changes include the following:

• ETS has set the minimum replacement cycle at four years or longer (up from three for many agencies).

• ETS does not require agencies to replace computers every four years and provides paid support for older systems.

• ETS no longer allows purchasing extended warranties for personal computers as these were wasteful compared to providing local repair and replacement.

• ETS has lowered the base purchase price allowed for replacement computers unless specific justification is presented for higher end equipment. In 2013/2014, this review resulted in a reduction statewide of $2,562,728 in requested funds.

• Monitors and printers are approved for replacement as needed rather than automatically.

• ETS maintains a count of requested computers from budget session to budget session and matches with agency staff counts. This is to ensure excessive requests are identified.

ETS leverages the buying power of the Western States Contracting Alliance (WSCA) (http://www.wnpsp.com/19.html). Using their current configuration model, which updates every six months, we set a norm for IT purchases. We used the performance model pricing as a target point for budget estimates.

With this standardization, agencies no longer have to submit quotes to this office when requesting new purchases providing the request follows the WSCA pricing. This approach streamlines the process. If an agency requires technology that exceeds the performance model on WSCA, they submit a quote and justification for the enhancement.