An Overview of the Laptop Replacement Process

Good news! You're probably here because you've received notification from IT that your work computer is up for replacement. This means we've already identified a new PC or Mac laptop (as appropriate and based on your role and the kind of work you do) and it's in the first stages of being prepared for you. Your new device has been imaged, renamed, joined to the network, and added to asset management, and we can now begin your data migration process, customizations, or special software you may need to mirror the tools you've been using.

However, we know there's never a great time to do this kind of work so feel free to let us know if this time doesn’t work for you. We are happy to accommodate your work schedule as best we can. 

What Next?

The process is quick and simple. It looks like this:

1. When ready, schedule a preliminary 10 minute appointment with your tech
2. Run a current Druva backup prior to the appointment (click here for instructions)
3. During your appointment, you will sign in to your new laptop, email, Adobe CC, and re-add your printers. This would be a good time to let us know if you have any special software programs you need installed.
4. That’s it for the initial appointment.  You will keep your old laptop while we restore your data and finalize your new computer.  Depending on the size of your documents and data, the restore can take 1-3 days  (1 day in most cases).  Your technician will provide you an estimate after looking at the size of your backup.  When your new laptop is ready for pickup, your technician will send you an email via Helpdesk. 
   
   Note: If you create or edit any files since performing your Druva backup in step 2 on your old computer, you’ll need to save those to the cloud or in a folder on your desktop so you can copy them over to your new laptop.

Does it Really Take a Day or Longer?

Sometimes it's quicker, but migrating to a new computer does take time. Although the base image is installed on the computer and the basic steps are completed, there is still plenty of customizations to do on your new unit, as well as making sure all of your data is restored. Depending on many factors including when you drop off the laptop (end of day vs morning), how many customizations have been done to your system throughout its useful life, how much data you have in your backup, as well as myriad other factors, the final step of the process will likely take a day to complete so please plan accordingly. Again, you'll still have use of your current laptop. 

What Can You do to Expedite the Process?

The number one thing you can do to help us help you is to communicate with your technician. The technician working on your laptop migration wants to complete the task as quickly and efficiently as possible. Opening up the channels of communication with your tech is the single best thing you can do to expedite the process so please reply to your tech. Make an appointment with your tech and please follow through. We know things come up, so let your tech know if you can't make it and reschedule for a more convenient time.

The meeting with your tech will give you an opportunity to become acquainted with your new laptop, and it's a chance to ask questions. Your tech will also have questions for you to ensure the new system is configured to your specs and exacting requirements.

Once you confirm your data and your applications look good on the new machine, you'll receive your new laptop and leave your old laptop with us. We will be prep it for recycling. A day or so after you receive your laptop, you will receive a digital Employee Property Return Agreement (EPRA) form via email, which you will digitally sign. The former EPRA associated with your previous laptop will be replaced with the new signed EPRA.  

Can I Keep My Old System?

Yes! We’ll have to remove any VCS licensed software and data, but we’re happy to provide your old PC. Laptops that have been cared-for during their service period will still have plenty of life left in them for many uses. There are a couple things to keep in mind.

• Staff are only able to keep the system that they used.  IT won’t be able to find you a better system to adopt.
• The retired system will be removed from inventory and we will provide you with a written release (form) so that you can take your old system home.
• Preparing your retired laptop could take a while depending on our workload.
• Please DO NOT bring the old system back to campus for any reason.
• Sorry, we cannot provide ongoing technical support on any retired systems.