4/28/2014. Defining A Replacement Cycle for Your Association. Introductions. Introductions. April Executive Director, Idealware. Idealware.

Transcription

1 Defining A Replacement Cycle for Your Association April 2014 Introductions Laura Quinn Executive Director, Idealware Introductions Idealware.org 1

2 What is a Replacement Cycle? What Should You Spend on Computers? Ad-Hoc vs. Bulk Replacement l What Else Could Be on a Replacement Cycle What is a Replacement Cycle? In General. A computer is a cost of having an employee. 2

3 Reliable Infrastructure Can Save You Money = x 20 min saved per day 20 staff at $30/hr = $2,500 savings per year Full Time Staff Shouldn t Be Sharing Computers Buying fewer computers might save a tiny bit of money, but it will waste a huge amount of time. No Computer Will Last Forever Waiting until the last minute to replace old computers could slow your work down or worse. 3

4 Be Prepared A replacement cycle can help make sure your staff has the tools they need before disaster strikes. How Long Does a Computer Last? 2 to 3 years 3 to 4 years What is a Replacement Cycle? By avoiding a last minute scramble you can make computer costs predictable, and budget them out over time. 4

5 What Should You Spend on Computers? You Should Buy Staff New Computers New computers aren t so expensive and have warranties. Old computers = old problems and lots of added time. Refurbished could make sense for client facing computers. Don t Buy More Than You Need Aim for mid-priced computers. Prioritize processor and memory over hard drive space. Think twice about upgrading sound and video cards. Computers aren t a long term investment. 5

6 Mac or PC? Mac vs. Mac Beloved by designers Some cheaper software for design and video editing. PC Much cheaper Easier to find support Easier to network and run in a business environment The Bottom Line: PC s unless doing design heavy work. Laptop or Desktop Computers? vs. Laptop: Mobility Desktop: Value Durability Security Modularity The Bottom Line: Desktop unless mobility is paramount. Cost of Computers $300 $400 $700 $1200 $1600 Basic PC Desktop PC 1 Desktop 1 imac 1 Macbook Pro 1 Basic PC 1 Laptop p 3 Desktops 2 Laptops p 4 Basic PC s 4 Desktops 6

7 What Operating System? Purchase 64 Bit Professional versions of Windows if possible. Mac operating systems are inexpensive to update, and the most current one should always be used. Don t Forget Peripherals Older monitors, keyboards, mice, and speakers can usually be used with new computers, but bundles are often economical. All-in-one PC s tend to not last as long. Where Can I Get Inexpensive Computers? Newegg and Amazon have frequent deals on new computers. TechSoup and others have options for donated and refurbished computers if they won t be frequently used. 7

8 Planning Out Computer Costs Ad Hoc vs. Bulk Replacement Replacement Cycle Options 8

9 Buying in Bulk Everyone will get brand new computers at once. Simplifies planning and budgeting. Foster consistent infrastructure. All computers will seem outdated after four years. Can make sense for larger associations. Buying Ad-Hoc Smaller outlays of cash Allows for purchasing flexibility. Can run into issues with compatibility Most staff have fairly new computers. Convenient for smaller associations. In bulk: $4800 SPENT Ad-hoc: $1200 SPENT 1 st YEAR 9

10 In bulk: $0 SPENT Ad-hoc: $1200 SPENT 2 nd YEAR In bulk: $0 SPENT Ad-hoc: $1200 SPENT 3 rd YEAR In bulk: $0 SPENT Ad-hoc: $1200 SPENT 4 th YEAR 10

11 Comparing Ad Hoc and In Bulk In bulk Ad-hoc What Else Could Be On A Replacement Cycle Printers Last 4-5 Years Need about one printer for every 20 staff members. Consider networked laser printers. 11

12 Servers Last 5-6 Years Backing up files can make computer transitions easier. Also consider cloud storage. Phone Systems Last until you tire of them Every full time staff member should have a reliable phone Remember to budget for phone service costs and a PBX Mobile Devices Last 2-3 years Develop a usage policy and communicate it clearly. Consider smartphones. Get insurance. Only give out mobile devices if the need is clear. 12

13 Overall Hardware Replacement Cycles 2 to 3 years 4 to 5 years Less frequent More frequent 3to 4 years Until you tire of it Questions? 13