Geoscience Computer Inventory and L&S Computer Replacement Plan
What is the IT asset inventory?
Through 2025, the Department of Geoscience will be conducting an inventory of all UW owned devices within the department. This inventory will be the first steps in 2024 - 2025 L&S Computer Replacement Program.
What is the L&S Computer Replacement Program?
The following KB document will provide information on the L&S replacement program as well as the policies mandated by UW System, UW Madison, and L&S Administration for all IT Assets. 2024 - 2025 L&S Computer Replacement Program
Under the L&S Computer replacement plan, PI's and Departments may receive up to $1,500 in funding per eligible device. If the cost of the device exceeds $1,500, the department or the PI will need to supplement the difference. All devices replaced under this plan will be committed to further upgrade or replace in 5-6 years at the expense of the PI or department.
Do I have to participate if I don't want to upgrade or everything is working fine?
The simple answer is "Yes", this IS NOT an opt-in or opt-out program. The Geoscience department has agreed to follow the L&S Computer Replacement Program and the UW System/UW Madison/L&S Administration has mandated that all IT assets follow the UW System Information Security: Endpoint Protection Policy
Please work with the Geoscience IT department as this will be a very large task and they appreciate everyone's patience and support
FAQ
Why do several of the computers in the Geoscience Department need to be replaced?
Many older computers have stopped or will stop receiving security updates. Without these up-to-date security patches, computers pose a risk to UW and department networks and other computers connected to the network. Hardware and Software have end-of-life "EOL" dates that typically state when they will no longer be support or no longer received security updates from the vendors.
This includes:
- Windows computers that cannot be updated to Windows 11
- Macs computers that cannot support macOS14
- Linux Computers that are not running latest OS Builds
- Internet of Things "IoT" devices that can't be updated or "EOL"
What if my lab computer controls sensitive instrument/s?
We will work with you to make sure instruments and analytical equipment stays up and running. However, if a computer with an out-of-date operating system is running analytical equipment and is connected to UW or Geoscience networks, we may need to upgrade or replace it. We will work with PI's to ensure smooth transitions and minimal downtime during an upgrade.
What if my lab computer instrument only support Windows 7 or 10?
During this time we will inventory all equipment and evaluate all options. We have the ability to run legacy hardware/software that run's critical lab equipment, however each instance varies on how we can continue to support this hardware/software efficiently and securely. If during the evaluation we have no other options than to keep the current setup, we will work with the lab to isolate these devices on a restricted network to limit security issues.
What if I don't need to replace my computer? It has been working great for years
We understand that a working computer seems foolish to replace, however even though it works perfectly fine it still has to meet UW System, UW Campus, and L&S IT Security Policies. Devices that no longer receive security updates pose security risks for UW, Departmental and personal networks and any device it communicates with.
If the device cannot be updated to a latest supported operating system and security features it will need to be replaced or removed. If your device is connected to lab equipment and can't be upgraded please see above "What if my lab computer instrument/s only support Windows 7 or 10?".
This computer is never on the network, does it need to be replaced?
All computers will be inventoried and assessed during this process. Some devices may never go onto the network however they can still pose a security risk to other computers that are on the network. Typically devices that never go onto the network still acquire data and will be transferred via external media that can transfer malicious software. During this time we will assess these devices and determine the best course of action.
How much will L&S fund?
The maximum purchase price per device under this program cannot exceed an average of $1,500 per device for the total number of devices purchased by each department throughout the entire program. Departments may supplement the funding provided to purchase computers if the average per-device cost exceeds $1,500.
Is there a limit to how many devices I can replace?
Each person is limited to replacing only ONE device. For example, if you have both a desktop and a laptop computer issued by UW, only one of those devices are eligible for L&S replacement funding. However, laboratories operating multiple computers may be eligible for funding to replace multiple computers.
Can I keep the old computer as a "Backup" after my new laptop is setup?
Once your new computer is setup and goes through the migration process we will evaluate a "short" transition period to ensure everything works. During the transition period some of the access to department resources may be disabled to avoid conflicts on the network and authentication systems. After the transition period has ended the machines will be turned in to Geoscience IT so it can be fully decommissioned. (Decommissioned: Machine fully wiped of all data and removed from the Geoscience IT Systems. The systems will be then send to UW Surplus for electronic recycling)
Why do you need to take an inventory of all the computers?
The inventory will provide several benefits to the Geoscience department as well as comply with UW Campus IT polices: (UW System Administrative Policy 1035 Information Security: IT Asset Management)
- Allow us to have an accurate log of all computers that are in the Department of Geoscience
- Identify computers or devices that are or will be obsolete and pose a security risk to our department or UW
- Identify devices that are currently using local Geoscience "Active Directory" legacy authentication servers.
- Devices will be migrated to Campus Active Directory Systems "CADS" that will take advantage of Single-Sign-on "SSO" via your UW Campus NetID.
- Identify duplicate services that can be consolidate which will allow the department to take advantage of shared resources via "SSO".
- Identify security gaps to avoid any security breaches due to legacy systems.
What computers need to be included in the inventory?
All computers and electronic devices within the department. This includes UW owned devices, department owned devices, and lab owned devices.
Department level
- Servers
- Printers
- Monitoring devices
- Alarms
- Temperature monitoring devices
- UPS's
- Audio video equipment
- Classroom technology
Laboratory Level
All computers at the lab level will be inventoried. This includes:
- Computers that are used for lab work or data reduction and storage
- Computers running analytical equipment
- Any other device, Internet of Things "IoT" such as a Raspberry Pi connected to the UW or Geoscience networks
Home Office Level
All UW owned IT devices that are setup in home offices will be inventoried.
Personal Level
All personal machines that are used within Weeks Hall that connect to UWNet, Eduroam, Geoscience, Geoscience_Dept, or wired networks will be included in the inventory.
When will the inventory take place and how long will it take?
The inventory process will begin May 2025 after the semester ends and will continue until completed. We estimate everything to be inventoried by mid-Summer 2025.
How will the inventory be conducted?
Josh Benish and Bryan Wathen will contact individual faculty or staff members to set up a time conduct the inventory of your lab space. We will be using the O365 calendar system to schedule meetings and communicate through a shared email it@geoscience.wisc.edu. We ask that you include all personnel within your lab so we can go over the process efficiently.