Device Lifecycle

Background

DTS is committed to ensuring that the University’s computing estate is efficient, secure and cost-effective to maintain. Back in 2021, As part of the Strategic Foundations Programme Ways of Working pathway, a Smart Working Framework was developed by HR. The framework is aimed at contributing towards financial sustainability and increasing flexibility in the ways our University community delivers core services, with a specific focus on digital flexibility and efficient working.

Device Lifecycle Team

The Device Lifecycle team is the first point of contact for individuals or teams who need to replace old computer devices. We are responsible for providing and installing devices and peripherals most suitable for each role.

As part of Lifecycle management, we also advise and assist with disposal, reuse and recycling of equipment which has been replaced. 

Who is in the Device Lifecycle Team?

The core of the Device Lifecycle team is a dedicated manager and engagement analyst to coordinate every aspect of the project and ensure support is available throughout the process with logistics and planning. Set-up is done by experienced user support technicians from our User Support team who configure, install and connect the new device, ensuring it has the full functionality required.    

Devices in scope for replacement

• All desktops*
• Any laptop that is more than four years old
• Any laptop that no longer meets the specification for a hot-desking office environment or for the role

*Excludes desktops in PC Labs and devices provided locally for PhD students (both PGR and PGT) as these are arranged separately from staff computers.

Who can't we give a device to?

Device Lifecycle provides centrally funded devices for staff at the University of Reading, therefore we can't provide a device for:

• Undergraduate students: Lapsafe devices can be borrowed by undergraduate students.
• Postgraduate students (PGR and PhD): these must be funded by School or Department.
• Retired staff and Emeritus professors: these must be funded by School or Department (even if they are still doing the "odd hour" for the University)

If a student who is working through Campus Jobs needs a device as part of their role, their line manager should contact DTS to request this, giving details of the position so that the most appropriate device can be provided. 

What do we supply?

Windows (default)

The Device Lifecycle team will provide a Microsoft Surface device¹, a Surface docking station² and any cables needed to set up your equipment in the office. We can also provide a soft fitted sleeve to protect the laptop. We expect that each desk will already have one external monitor, which we will connect to your new device. The Lifecycle programme does not provide a mouse, keyboard³ or headset but we will provide any cables necessary to connect these to your new device on campus.

1 This may be refurbished or new. 

2 A Microsoft Surface dock is provided to connect the laptop to the wired network.  Any dock or hub required for remote use must be purchased separately – see the list of compatible Windows peripherals under the IT Equipment Catalogue.  

3 Where hot desks are being set up in shared areas, a wired mouse and keyboard will be provided for each desk.

 

Macs

For staff who are using a Mac desktop or laptop in scope for a replacement, and who do not want a Surface device, the Device Lifecycle team can offer a new MacBook Air as part of the programme. Note this is only for staff who currently use a Mac. If you are using a Windows machine and want to swap to a Mac, this would need to be done through the hardware exception process and paid for by the department.  

List of compatible Mac peripherals available to purchase separately.

How it Works

The replacement process is a personalised deskside service that includes installing all the software you need, although you will be responsible for transferring any data (we suggest you move this to approved university cloud storage such as OneDrive). The aim is to ensure the transition to a new device is as simple and efficient as possible.

When you contact the Lifecycle team, we will discuss what equipment you are currently using and what your requirements are, in order to determine which devices and peripherals would enhance your digital working.  

• We will raise a DTS Service Desk TOPdesk ticket for the allocation and set up of your new device. This enables us to reserve stock and allows you to check progress. 
• The assigned user support technician will arrange a convenient date to set up and configure your new laptop.   
• When the work has been completed, your ticket will be closed and support will return to BAU (Business as Usual) via the DTS Service Desk and the User Support team. 

Funding is available for one device per user, so please remember that the centrally-funded standard laptops are available to staff who agree that this will be their only University device. 

Department or team roll-outs

If you are interested in a group roll-out of new devices for multiple staff within your area, please contact us at Device-LifeCycle-DTS@reading.ac.uk.  We will work with you to answer any questions and address any concerns your team may have and ensure a smooth and successful delivery of new equipment. Details will be agreed depending on the specific requirements of your group

Disposal of old equipment

Any desktops or laptops that are replaced by the DL team may be wiped, reset and recycled within the University if the technical specifications for use are met. This will be dealt with on a case by case basis. 

All other old equipment should be disposed of by following the Reuse and Recycle process. Funds for this replacement project are provided centrally by the University in order for DTS to standardise and ensure that everyone is working with one suitable device. DTS have a commitment to ensure that older devices, once replaced, are disposed of in line with the University disposals policy.  

Ongoing Lifecycle Management

Once you have received a centrally-funded Device Lifecycle laptop, you will be entitled to receive an updated replacement every 4/5 years. 

If your laptop is damaged or becomes faulty before it is due for upgrade, we will provide a free of charge replacement.  

To request a replacement laptop, please complete the replacement laptop form on the Devices - Computers & Hardware service description page. 

Page updated by lm920207 on 28/03/25