Workstation Standardization Procedures
Purpose of Workstation/Server/Software Availability:
Computer workstations and network components are provided by the University, for use by staff, in the creation of data and processes that benefit the University and its customers. To meet that need, computer equipment will be configured according to a standard workstation configuration determined by the central and distributed computing support groups, based on input from the departmental areas. Business requirements, which require exceptions to this configuration, will be discussed with and approved by the Student Services Workstation Technology Manager and Departmental Computing Coordinator.

Purpose of Workstation/Server/Software Standards:

• To provide a stable computing environment in which to conduct University business.
• To provide a common mechanism to share business data and processes. A standard environment for document and information sharing must be established in order to provide common access to applications and data.
• To minimize support costs, provide high-quality support and leverage support staff by reducing the need for specialized expertise in multiple configurations and disparate products.
• To allow for smooth and timely upgrading of software, utilizing technologies available to upgrade computers "in mass."
• To position University administrative areas to capitalize on new technologies. Migration to new platforms is much more efficient when moving from a single platform as opposed to multiple platforms.
• To allow quicker workstation recovery in the event of "fatal" hardware and software errors.
• To aid in the troubleshooting process when there are problems. Problems are fewer and easier to resolve.
• To leverage University purchasing power for best prices and site licensing.

The Workstation Technology Support Area's Role in Establishing and Maintaining a Standardized Environment:
Software

• Purchases of all business-related software will be coordinated through the Student Services Workstation Technology Manager.
• All business software will be loaded on business computers by Student Services Workstation Technology staff. Personal software, such as games or personal utilities are not appropriate in a business environment. If a business need for software exists, the department coordinator should be contacted. The coordinator will then discuss with the SSTA-WT Manager to determine whether the University already owns an appropriate tool, the software is compatible with our environment, and if the software requires purchase.
• A configuration group, designated by the SMARTcomputing initiative, will maintain an appropriate standard workstation configuration for administrative computing areas. Required exceptions due to significant business needs will be approved by the SSTA-WT Manager and reviewed with the department coordinator before implementation. Significant changes will be reviewed with the workstation configuration group for incorporation into the overall standard configuration.
• The standard configuration will include the supported set of administrative applications.
• The Student Services Workstation Technology area will track and monitor software licensing for all centrally supported business-related software. Proof of purchase for unique departmentally-purchased applications will be the responsibility of the departments.

Hardware

• Purchases of all business-related computer hardware will be coordinated through Student Services Workstation Technology. SSTA-WT will work with the department coordinator to provide equipment which meets the financial and computing needs of the individual area while minimizing the configuration and maintenance requirements for support.
• The Student Services Workstation Technology area will maintain a hardware inventory for the supported areas. Included in this inventory is detail information for CPUs and printers.
• When a workstation has problems, SSTA-WT staff will spend a reasonable amount of time trouble-shooting (actual time will depend on the nature of the problem). If it is not resolved within that time, and the suspicion is a workstation configuration problem, the staff will take care to preserve user files (whenever possible), then reconfigure the machine to standard. If unauthorized software exists on the workstation and it is expected to be causing the problem, it will be removed.
• Changes to the workstations will be pushed out to the workstations from a central server. Assumptions are made as to the configuration of the machines to which the changes are pushed, based on the standard configuration. If changes have been made to the computer configuration by others, the upgrades pushed could be disastrous. Changing the configuration also, greatly inhibits the SSTA-WT staff's ability to troubleshoot problems. Therefore, computer configuration changes, should under NO circumstances, be made by departmental staff members.

Training

• SSTA-WT provides new employee orientation training for new employees. This training includes basic network navigation, password maintenance and network data storage topics.
• SSTA-WT attempts to provide assistance in answering questions relating to supported application software. SSTA-WT does not provide detailed or formal training on hardware, operating systems or application software. OVPIT's departmental computing area provides this type of training and staff should contact them directly.

Loaned Equipment

• Student Services Workstation Technology provides projectors and laptops for loan. They may be borrowed by contacting the SSTA-WT helpdesk at 494-4357 or emailing zonehelp@purdue.edu

Remote Access

• Access to network services will be provided on loaned laptops and through the ITI Terminal Server provided by the University.

Student Services Workstation Technology Manager's Role

• Set policy and implement a vision for Information Technology and Services for Student Services departments.
• Resolve issues relating to new procedures and policies.
• Provide funding for new projects.
• Present long-term or resource intensive projects for consideration and approval to the Student Services Technology and Assessment Steering committee.

Departmental Computing Advisory Committee's Role

Each department should have a representative who participates on this committee. The role of this committee is:

• To actively participate in policy-making decisions and the prioritization of projects relating to personal computing.
• To communicate:
• issues and make positive suggestions for improvement in the services and procedures provided by the Student Services Workstation Technology staff.
• procedures and policies to departmental staff and insure that the policies are followed.
• business needs to Student Services Workstation Technology, working toward the best solution for the entire Student Services and University community.

The Vice Presidents' and Departments' Role

• The vice presidents and department heads will set and enforce expectations in their groups to adhere to SSTA-WT purchasing and standardization procedures.
• Purchase the computing software and hardware necessary to support the current standard configuration and other needs of the business.

Department's Responsibility

Departments will be responsible for identifying a coordinator for distributed computing. The Departmental Coordinator’s responsibilities are located on the SSTA-WT website.

End User's Responsibility

• The end user agrees not to modify the standard configuration beyond aesthetics. If there are problems with the machine, the SSTA-WT staff will be called to make any necessary configuration changes.
• The end user agrees to customize their desk top for ease of use in their daily activities, for example tailoring user options and preferences within a given application.
• The end user agrees to the Customer Responsibilities as stated in the SSTA LAN Expectations document.
• The end user will save all data files on the server for back-up and recovery purposes.

Hours of Service

• Student Services Workstation Technology staff will be available for help from 7:30 a.m. through 5:00 p.m., Monday through Friday. Support for extended hours will be provided where special needs exist. The Student Services Workstation Technology Manager should be contacted concerning this need.