Information Technology Services

Computer Management Procedure

Computer Management Procedure

Computer Replacement Planning

  • USP Computer replacement will be a cyclic 5 year plan detailing estimated computer numbers and costs for replacement
  • Annual PC & laptop specifications will be determined by IT Services in consultation with Head of Departments and Faculties
  • Annual PC and laptop replacement numbers will be finalized by IT Services
  • All annual approved computer budgets will be directed to IT Services for procurement, delivery and installation

Computer Replacement Criteria

Warranty – PC Replacement

  • Any computer lab or staff PC that have expired its support warranty status is deemed “to be replaced”.
  • USP is currently purchasing PC’s with 5 years support warranty and PCs whose warranty has expired is planned for replacement the following year.

Space & Student to PC Ratio - New Computer Labs

  • USP has a target access ratio of 11 for the number of students to a PC. While USP has a current access ratio of 12, these however vary significantly per campus.
  • IT Services recommendations for new PC allocation are also based on available space and a consistent access ratio per campus.

Specific PC Hardware Requirements

  • IT Services will recommend for PC replacements if the usage category for a specific computer lab has changed
  • Requirements from labs that are outside the scope of specifications has to be assessed by IT Services

Computer Procurement

  • Procurement of PC and laptops will not be limited to a single vendor or brand and IT Services reserves the right to seek competitive specifications and prices from other vendors
  • If required, a tender process will initiated to draw competitive prices and streamline support functions
  • Computer procurement for USP will be done quarterly per year with bundled purchases in:
    • January
    • July
    • November


  • Departments seeking to purchase computers will need to generate listing for purchases which will then be checked and approved by IT Services with conformance to USP computer inventory and processes to procure:
    • Replacement PC’s
    • New position PC’s

 Computer Imaging

  • IT Services has been mandated to build all desktop images to enhance support and availability of the PC’s
  • IT Services currently has images for all available USP desktop’s and will ensure building of standard images annually for all approved desktops on the 5 year replacement plan.
  • IT Services desktop replacement plan includes working with vendors/manufacturers to build USP custom desktop images that are ready installed on the PC’s upon purchase.
  • While the image is standard, users requiring additional special applications will adhere to a profile based desktop management system that will deploy required non-standard applications

 ICT Equipment Inventory

  • Inventory for all ICT equipment’s at USP is currently done by the USP Finance and IT Services department.
  • IT Services is mandated to use its selected inventory application to capture all ICT equipment’s that are established formally to the University network. The inventory system will capture:
    • PC’s/Laptops/Mobile (Asset name, asset type, hardware config’s (OS, disk space,..)
    • SNMP enabled devices on the USP network (MFD’s, Routers & Switches, Access points, firewalls, IP enabled AV Asset’s)
    • Software installed on all systems
    • Application licenses
    • Purchase & warranty details
    • Equipment history


  • Automated inventory applications do not capture equipment purchase details and warranty details and IT Services will work with the USP Finance department to automate capture of purchase and warranty information onto the inventory system. Currently it is being done manually.
  • IT Services will work with USP Finance department to ensure that all ICT equipment’s procured have an asset tag smartly glued onto the device
  • IT Services will work with USP Finance department to ensure that all ICT equipment’s procured are properly named and labelled with a bar code reference to the inventory system


ICT Equipment Naming Convention

All ICT assets procured will be named in adherence to IT standard naming convention that identifies the device and its location. The naming convention will be determined by IT Services with conformance to the USP Asset process.

ICT Equipment Disposal

It is the responsibility of USP’s IT department along with the Finance department to ensure that IT equipment’s are disposed. The following rules must therefore be observed:

  • Obsolete IT Assets: “Obsolete” refers to all ICT equipment’s that have expired its warranty agreement and can no longer meet its required purpose. Identifying and classifying IT assets as obsolete is the responsibility of USP’s IT Services.
  • Reassignment of Retired Assets: Reassignment of computer hardware to a less-critical role is made at the discretion of USP’s IT Services
  • Income Derived from Disposal: Whenever possible, ICT equipment’s deemed obsolete can be sold or auctioned to USP users and the public. All sales must be receipted and submitted to the Finance department.
  • Cannibalization and Assets beyond Reasonable Repair: IT equipment’s deemed obsolete can be cannibalized for working parts that can be put to use within the University. IT Services will inventory and store these parts.
  • Decommissioning of Assets: All hardware slated for disposal by any means must be fully wiped clean of all USP data. USP’s IT department will assume responsibility for decommissioning this equipment a pre-approved disk-sanitizer. In addition, any property tags or identifying labels must also be removed from the retired equipment.
  • Donations: ICT equipment’s that are not assigned for reuse may be donated to USP approved schools, charity, or other non-profit organization. All donation receipts must be submitted to the Finance department

Computer Training

IT Services has the responsibility of training its users on the proper use of assigned computers. Training will cover:

  • Basic use of the computer operating system (OS)
  • Basic care of the hard ware
  • Basic troubleshooting steps
  • Basic use of the USP standard applications
    • Windows Operating systems,
    • MS Office Suite
    • Internet & Email
    • Security
      • Antivirus use,
      • Internet use
      • Email use


  • ICT Support guidelines


Computer Support

All ICT issues will be addressed though the IT Incident and Problem management processes. Briefly all users will need to contact the helpdesk (ext: 32117, helpdesk(at) for assistance where they will be assigned a job ticket with unique number that will be a reference to the issue until it is resolved. Incident and Problem Management process is a service level agreement (SLA) that details:

  • Ticket creation & process rules
  • Ticket priorities & response time frames
  • Ticket escalations
  • Ticket resolution

 Vendor Responsibilities

ICT equipment vendors will be responsible for:

  • Provision of ICT equipment quotations
  • On time delivery of new equipment’s
  • Pick and return of faulty computers from USP’s, IT Services department
  • Support responses within the agreed Service Level Agreements (SLA’s)
  • Provision of beta/new equipment’s for testing and analysis for use purpose at USP


Desktop Policies & Guidelines

Use of all ICT equipment’s will be guided by the:

  • ICT Acceptable Use Policy
  • Computer Accounts Policy
  • ICT Security policy
  • Energy-Savings Policy
  • End-User backup Policy
  • Asset Disposal Policy
  • ITS Incident & Communications Procedure



Staff & Students

  • Call +679 3232117
    Between 8am - 8:00pm
    Monday to Friday
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