Policy Code: 
Effective Date: 
Monday, May 13, 2002
Revision Number: 
Revision Date: 
Tuesday, December 19, 2017
Last Reviewed: 
Tuesday, December 19, 2017
Version Control: 
This Guideline supersedes G003-02.1.


This guideline is written to provide agencies with an approach to equipment replacement that aids in keeping technology current throughout the enterprise. In recognition that personnel costs for maintenance of personal computer (PC) systems are frequently greater than the hardware and system software costs, the goal of this guideline is to reduce the necessity for staff to support a variety of hardware and software that often cause labor-intensive compatibility problem work‑a‑rounds and training issues or lead to enterprise management and security issues that are compounded by the array of local diversity.

PC Life Cycle Management Planning

  1. Because of technology flux and the larger issue of total cost of ownership (TCO), agencies are advised to engage in life cycle management planning through the efforts of a multidisciplinary, multifunctional team.
  2. The team should include key individuals from business units that span organizational constituencies. In small agencies, this might equate to one person from business and one from technology.
  3. The function of a life cycle management team should be to establish an organizational mission for personal computing, analyze and segment end-user environment according to current and evolving requirements, and determine system software and application architecture standards and rollout schedules.
  4. An agency should not consider PC replacement a series of isolated events, but should strive to create a PC asset master plan.
  5. The master plan should align with standards and policies of the state enterprise architecture (EA) system guidelines.
  6. The master plan should include hardware and software procurement strategies, physical asset management, and technical support strategies that all enhance the attainment of organizational business objectives.
  7. The master plan should include disposal strategies that are environmentally appropriate, including but not limited to trade-in options as they become available.
  8. More complete master plans should endeavor to document return-on-investment (ROI) not only in terms of hardware, but in terms of TCO.
  9. Depending upon an agency’s size, structure, or equipment management program; the state’s online information technology plan, might be a sufficient PC life cycle management tool. Large agencies, or those with complex life cycle schemes, might want additional documentation.

PC Life Cycle Norm

  1. For PCs not covered by an approach to PC hardware life cycle management planning as described, agencies are encouraged to follow a four-year PC replacement life cycle.
  2. Mobile computers could be replaced on a three-year cycle.
  3. Replacements could begin one-half year before the end of the cycle and completed one-half year after the end of the cycle and still be considered within the target cycle.

Drafted By

Technology Architecture