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= Computer Replacement Preparation  =

In preparation for the upcoming district-wide computer rollout, we will need your assistance in specifically identifying the computers at your site that will be replaced. We will also need you to provide us with the necessary information to set the new computers up when they arrive.

Please read the information below in its entirety.

We need to ensure that this computer refresh is as exact as possible in terms of numbers and information. In order to do this - and to have an exact number of computers at your site that will be replaced - we have developed a database that will capture the needed data.

When complete, the database will contain the following pieces of information: > (as this tag number may not be correctly listed within the start menu if the machine has been re-imaged).
 * __ Database information __**
 * The site name/abbreviation.
 * Name of the employee or teacher that either has the computer, or oversees computers in a lab setting, for example.
 * The department to which that employee or teacher belongs.
 * The teacher or employee’s position or job title.
 * The building number (if applicable), and the room number.
 * The type of computer: staff/admin, teacher, or student.
 * Whether or not the existing computer is less than one year old.
 * Whether the computer is a notebook or desktop model.
 * Model number of the computer.
 * Whether the existing monitor for the computer is a CRT or LCD model.
 * Whether or not the existing computer has dual monitors or displays.
 * The Dell service tag located physically on the computer itself
 * BPI number
 * Printers installed on the computer,  incuding the default **.**
 * Unique programs installed on the computer. **Note: When inputting, DO NOT INCLUDE programs that will be part of your school's standard image, such as IGPro, Office, Filemaker, AR, etc.**
 * Any special information regarding the computer .  Please include any non-standard drive mappings here **.**

You will have the option of entering the data on a paper form, or directly into the database. Choose one format or the other.

For some of you, entering the data on the paper form will be easier than carrying around a laptop room to room. - Staff, teacher and administrative machines - Student machines We have developed a database using Access 2003, but you will need to have the 2003 version on your computer in order to be able to use it. You are allowed to install Office 2003 on **//__one__//** computer, but please do not install it on any others because of licensing. The link to the file and key code is. The code is found in the license file folder. Make sure to install Service Packs 2 and 3 as well.
 * __ Paper form __**
 * __ Online form __**

In order to use the database, once Access 2003 has been installed, go to the following link:. Within this folder, there are two databases: A front end and a backend.. You will need to __copy__ (not create shortcut) the PreRollout.mdb file to your computer. This is the front end of the database, and will allow you to enter your information to the backend database where the data is stored. The front end of the database-the one you will be working in-contains two forms linked to by a switchboard. Click on the button of either one to open. Since each user will have his or her own copy, it can be used by multiple people at the same time. When you open your copy, it should look like this:



= __** Existing Computer Input Form - Teacher, Staff, Administrative machines **__ = = __Existing Computer Input Form -Student machines__ =

Please note the following with regards to the input form(s): If you encounter any issues or errors while using the database, please contact Jim Kelly at the TRC and he will assist.
 * Your computer must be online when using the form.
 * When you first open the form, it should look like the above. When you have finished entering a record, click on the Submit/Add New button in the top right corner.
 * The only fields that do not require something to be entered are the Building #, Unique Programs and Notes fields.
 * The time and date will be entered automatically.
 * The BPI field will accept numbers only.
 * In case of any errors that might arise when navigating through the form, escape out of the screens and double check your work. While Access is open **//during that session//**, you can go back and change your previous records if necessary using the record buttons at the bottom left of the form window.
 * You can use the tab button between fields. Alt + down arrow will allow you to scroll through the combo box choices.
 * Unique programs installed on the computer. **Note: When inputting, DO NOT INCLUDE programs that will be part of your school's standard image, such as plugins, IGPro, Office, Filemaker, AR, etc.**

= A video demonstrating the transfer of the front end of the database, and the process of inputting a record along with a brief explanation of the form fields and important information can be found here. = (Only viewable from within the district...//as if you'd want to watch it at home//...)

__** NOTE FIELDS (IMPORTANT): **__
- **__For old computers that are being surplused (may be real old computers missed in years and rollouts past):__** Make sure you have them in the database. Then in the Notes field for them, state something to the effect that it "Will not be replaced." This applies to those that you are just getting rid of.

=
- **__For computers in the database, but not on the disposal form (computers that are new - 6500's possibly other new ones):__** Make sure you have them in the database. Then in the Notes field for them, state briefly "not surplused" then WHO will have them and HOW they will be used. =====

As you record information, you will be labeling the items you will be disposing of with a sticker. Yellow for items that will be surplused, and green for items that will be kept. That way when the team enters the room, they will clearly be able see which items will be removed. Please double check prior to the visit to make sure that the stickers have not been removed.
 * __ Identifying items __**

In order to save some money, we have decided to keep some of the LCD monitors for use throughout the district. As you do your data collection walk-through, make a note of LCD monitors that are currently in place. Once identified, we will be relocating some of these monitors for use around the district as needed. These locations (the use of these displays) will be determined by TRC staff.
 * __ Flat screen (LCD) monitors __**


 * __ Other considerations __**

As we have attempted in the past. . . this will be a “one-to-one” replacement. __You will not receive more new computers than you have submitted completed forms for and that will be surplused.__ You need to clearly identify what old system a new system will be replacing. We will not be sending new systems to your school carte blanche  ﻿.
 * __How many computers will be replaced?__**

Also, though we feel we have sufficient computers for a total replacement, in the event you have purchase a lot of extra computers in the past (making your numbers much higher) we may not be able to replace “all” the computers that you think should be replaced. We will work with you on this on an individual basis.

Finally, it is not our intent to replace computers purchased with non-district funds like Title 1 or Perkins. Those computers should be replaced by those same sources of funds if and when those funds become available again.

Once you have identified the computers you will be getting rid of, please complete a property records surplus form as you have in the past. Instead of submitting that list to property records department, please send the surplus list to Carol Chance at the TRC. We are going to compare these lists to the computer replacement forms you have completed, and we will then submit those lists to Property Records on your behalf once everything has been reconciled.
 * __Surplus__**

Matt Biggs at the TRC will be working with your site to develop the appropriate images that can be used on the new systems. This will involve providing a computer to you for image development. He will be scheduling this with schools on a school -  by  -  school basis.
 * __Imaging__**

As stated above, no new computers will be provided to your school until you have completed a form or database entry for each of the computers you will be eliminating. We know this is a big job and that it will take a bit of time. So that is why it is important that you get started on this as soon as possible.
 * __Timing – when can we expect our new computers?__**

We will then coordinate dates with you and your school for the actual computer replacement. Of course we will be sensitive to testing dates and other academic priorities you may have at your school and will be as minimally disruptive as possible.

This is an exciting time for all of us in the district. For the first time we will be replacing our entire fleet of computers. This will provide great benefits in terms of continuity, universality, and consistency. These new systems will enable us to better address the needs of our students and the mission of the school district with a higher level of effectiveness and efficiency. This may seem like a daunting task, but we thank you in advance for your assistance in making this computer refresh successful.
 * __Summary__**