FAQ

1. What is the purpose of this program?

This initiative replaces the previous decentralized model with a unified lifecycle system—covering procurement, configuration, deployment, support, and replacement of employee devices on a 4-year cycle.

Led by OIT and required under TAC 202 and UTS 165, it enhances compliance, improves service quality, reduces risk, and lowers costs through bulk purchasing.force the security requirements with a reduced operational burden on their staff.

2. What are the benefits to my department?

• Lower costs: Up to 25% savings via negotiated pricing
• Faster access: Devices pre-staged and ready, typically within 1–2 days
• Better compliance: Security baselines enforced centrally
• Less departmental staff burden: OIT handles procurement, assignment, configuration, warranty, patching, and surplus
• Simplified planning: Standardized refresh cycles support budgeting

3. Will OIT manage everything related to endpoints?

OIT will handle procurement, configuration, deployment, warranty service, security updates, and secure decommissioning. Departments continue to validate inventory, communicate user needs, and request special-tier equipment. Local staff (e.g., DSAs) will collaborate with OIT, ensuring local support needs are met.

4. What happens with DSAs?

DSAs remain essential for departmental support, especially for research or lab-specific needs. While OIT takes over transactional tasks (like purchasing and OS setup), decisions about DSA roles remain with department leadership. OIT will involve DSAs in planning and transition work.

5. How much will departments save?

By leveraging bulk purchasing with Dell and Apple, the program has already reduced device costs by approximately $500K in FY 25 alone. Future savings depend on order volume and device mix.

6. How do we know which devices to replace?

OIT maintains a central inventory and publishes annual replacement lists based on age, condition, and compliance status. Departments will review and confirm these lists each fiscal year.

7. How fast will we get devices?

For standard devices, OIT targets a 1–2 business-day delivery from pre-staged inventory. Departments are encouraged to notify OIT early in hiring or replacement planning for best results.

8. What if we need a high-performance or non-standard device?

OIT’s catalog includes standard, high-end, and research-tier devices. Custom configurations may be requested and will be evaluated on compliance standards and supported technologies. These still receive centralized procurement and support.

9. Should we order now or wait?

Continue current ordering practices until September 2025 (FY 26), when the new catalog and ordering process will launch. OIT will communicate deadlines and steps ahead of time through Deans and VP channels.

10. Will we have access to our department’s inventory and schedule?

Yes. OIT provides periodic reports to each department with current device status, lifecycle timelines, and replacement planning tools.

11. How will we handle purchases for unit-run computer labs? Who pays?

Labs continue to be funded locally. OIT will facilitate procurement through quotes and Procurement coordination, ensuring lab devices meet lifecycle, configuration, and security standards. Devices must enroll in centralized management tools. Lab devices unable to meet a 4 year replacement schedule require an approved security exception. Contact endpointproject@uta.edu to obtain a quote for your lab refresh.

12. What if a device breaks during the 4-year cycle?

OIT will coordinate warranty repairs or replacements. Where available, a swap device may be provided from inventory to minimize downtime.

13. What if we cannot afford to replace devices on schedule?

Departments are expected to budget annually—using either recurring or one-time funds—for device replacements on a continuous 4-year refresh cycle. This standard is part of the cost containment and operational efficiency measures announced by President Cowley on June 16, 2025.

In situations where funding limitations create challenges, departments must work with their leadership to prioritize compliance. Devices that remain in use beyond their lifecycle may pose security risks. In limited cases, an approved Security Policy Exception may be required to keep unsupported devices in service, but this should not be considered a substitute for planned replacement.

14. Can we keep spare or old devices?

No. To maintain security, compliance, and accurate inventory tracking, departments are not permitted to retain surplus or unused devices. OIT will centrally manage device backstock and coordinate assignments to end-users as needed.

All device replacements, surplus, and repurposing must go through OIT to ensure adherence to university standards and to prevent unmanaged or non-compliant endpoints from remaining in service.

15. What about grant-funded or sponsored devices?

Grant-funded devices must meet UTA’s configuration and lifecycle standards. OIT will assist in aligning these purchases and ensuring proposals include appropriate lifecycle funding.

16. Who should we contact with questions or to get started?

Contact the OIT Endpoint Lifecycle Team at endpointproject@uta.edu, or speak with your Departmental Support Associate (DSA) or OIT liaison for assistance.