2008-10 Computer Lab Renovation

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Information Technology Services
103 Maytum Hall
The State University of
New York at Fredonia
Fredonia, NY 14063
Ph: (716) 673-4670

Three Year Computer Lab Renovation Plan

revised Jan. 2007

Funding Realities for Student Lab Renovations

  • SCAP annually provides $109,365.
  • ITAB currently allocates $130,000 from the Technology fee.
  • The total projected annual funding is therefore $239,365.
Student Labs

  • Since the last iteration of the renovation plan, four new labs have been added and two labs have been deleted from the renovation cycle. The 21 SCAP/Technology fee funded student computer labs house 432 computers (66.4% [287] PCs and 33.6% [145] Macs.
  • The cost of replacing the computers would exceed $750,000 (or about $250,000/yr for 3 years).
  • The cost of lab renovations is increased by the reasonable expectation that upgrades will be all-inclusive (computers, monitors, server, printer, scanners lab-specific software, furniture).
  • The accepted philosophy is to divide the labs into A (higher performance requirements) and B labs (which receive A lab computers).
  • While inexpensive computers may be cost-efficient, they are rarely acceptable platforms for A labs and inexpensive computers cannot withstand a 6 yr. cycle expected for B lab computers.
  • The campus therefore does not have adequate funds to allow the de novo renovation of every computer lab on a three-year cycle.
  • While the current three-year renovation cycle was made possible because of the designation of A (high end) and B (low processing requirement) labs, ITAB is urged to address issues of ITS support staff and a clarification of the expectations for B labs (see below).
As we pursue equitable funding for all, compromises and realistic expectations will be an essential part of any planning process. It is the goal to address all needs and perhaps a few wants (if possible). This plan is divided into the following sections:
  1. Lab inventory (computers)
  2. Lab inventory (peripherals = printers, scanners)
  3. Defining A and B lab status
  4. Assignment of "A" and "B" lab status;
  5. Policy on the Development of New Labs;
  6. Proposed Three Year Funding Cycle and;
  7. Development of Annual SCAP/ITAB Proposals
At this time a call is made for any departments who wish to be considered for a new lab, or a justifiable change in A/B lab status (see part C. Defining A and B lab status, below). The deadline for stating intentions is February 16, 2007.

A. Inventory of Student Lab Computers

ITAB currently recognizes the following 21 labs as SCAP-funded labs (new labs in bold)

  Lab Main users Current computers
1. CAD Theatre 9 Dell 800 MHz
2. EDP Ed. Dev. Program 8 Dell Pentium 3 667 MHz
3. Fenton 115 Comp. Sci. 2 Dell workstations 3 GHz
23 Dell 3.4 GHz
4. Fenton 2162 Comp. Sci. Mod. Lang, English 25 Dell Pentium 4 - 1.7GHz
5. Fenton 2164 Comp. Sci, Mod. Lang,English 30 Dell Pentium 4 - 1.7 GHz
6. Houghton 122 Chem., Physics, Geosci., GIS 25 Dell Pentium 4 - 3.2 GHz
7. Igoe Visual Arts 20 Mac G4 733 MHz
3 Mac G4 dual 1.4 GHz
8. Jewett 214 Biology 4 Pentium 3 866 MHz
10 Macs G4 dual 1.4 GHz
9. Learning Center Public Access 8 - Pentium 3 - 866 MHz
10. Library Public access 20 Pentium 4 - 3 GHz
10 Pentium - 800 MHz
4 Pentium 4 - 2 GHz
11. Mason 2016,2017 Music 30 iMac G5
12. McEwen G-22 Public access 48 Dell 1.6 GHz
13. McEwen 106 Media Arts 11 Mac dual 1.8 GHz
10 Mac G5 1.6 GHz
14. Rockefeller 307 Visual Arts 15 Mac dual 1.4 GHz
15. Rockefeller 309
310     
Visual Arts
"
16 Mac dual G5 2.3 GHz
2 Mac G4 dual 1.4 GHz
1 Mac G5 dual 2.3 GHz
16. McEwen 103 Sheldon Communication 20 Mac G5 quad 2.5 GHz
17. Thompson E104 Communication 6 Mac G4 733 MHz
18. Thompson E149/W112 Speech 8 Dell 3.4 GHz
19. Thompson W203 General access 21 Dell 2.0 GHz
1 Mac G4 Dual 1.4 GHz
20. Thompson W211/217 many departments 32 Dell Pentium 4 - 2.8 GHz
21. Thompson W229 Psychology 10 Dell Dimension 1.6 GHz

Deleted labs
Library (music library) Music 5 - Mac G3 500 MHz
Residence Life Residents, Public 11 133-333 MHz


B. Inventory of Peripherals in Student computer labs

1. CAD 2 scanners; 1 Epson 3000; 1 36" printer; 11 digitizer tabs
2. EDP 1 HP LaserJet 4050
3. Fenton 115 1 Kyocera FS-3820N printer; 1 Epson GT2500 scanner
4. Fenton 2162 2 HP LaserJet 4000 N printers
5. Fenton 2164 2 HP LaserJet 4000 Printers
6. Houghton 122 2 Kyocera 3830 Laser Printers; 1 HP color Inkjet printer
7. Igoe 1 HP LaserJet 4050N; 1 Epson Stylus 4800 printer; 1 Epson scanner; 1 Nikon Coolscan Film Scanner
8. Jewett 214 1 HP 4200 LaserJet Printer
9. Learning Center 1 Kyocera FS-3820N printer, 1 scanner
10. Library 2 Kyocera printers; 1 Kyocera printer (lower volume)
11. Mason 2016,2017 30 MIDI keyboards; 2 HP 4100 printers; 2 Epson Scanners
12. McEwen G-22 3 HP 4050 Laser Jet printers
13. McEwen 106 HP laser jet 4100N printer; 1 Sony DSR 11 DVCAM deck; 1 Sony DSR 20 DVCAM deck; 1 Sanyo DVD/VCR combo; 1 HP Designjet 30 printer; 2 Epson scanners
14. Rockefeller 307 1 Xerox Phaser 4500 N; 1 Xerox Phaser 8550 N; HP 2280 N inkjet; 1 Microtek i900 scanner; 2 Microtek 8700 scanners
15. Rockefeller 309 1 Xerox Phaser 4500 N; 1 Xerox Phaser 5500 N; 1 Xerox Phaser 8550 N; HP 2280 N inkjet; film scanner; 3 Microtek i900 scanners
 
310  
1 HP Designjet 130 NR printer; 1 HP Designjet 800 PS printer; 1 HP Color Laserjet 5500dn printer, 1 Epson Stylus 4800 printer
16. McEwen 103 Sheldon 1 HP 4570 scanner; 1 HP LaserJet 4050 printer; 1 HP Laserjet 5500dn printer; 1 Sony DSR 20 DVCAM deck; 1 Sony DSR 25 DVCAM deck; 1 Sony Visca Hi8 deck; 1 Panasonic VHS deck
17. Thompson E104 TV Studio 1 HP Laserjet 4000N
18. Thompson E149/W112 1 HP LaserJet 4000N; Kay-Pentax Nasometer, Aerophone, Computerized Speech Lab, Visipitch, Respitrace,and software for each system
19. Thompson W203 2 HP LaserJet 4000N printers
20. Thompson W211/217 2 HP LaserJet 4200 printers
21. Thompson W229 1 HP 4050 printer


C. Defining A and B Lab Status

Computers are used for a variety of processing purposes that can be arranged along an increasing processor continuum from web browsing, word processing, and spreadsheets to computer programming, video production, and graphic manipulation. After considering the type of processing performed in each lab applies for, and ITAB designates the lab as, either an "A" (processing-intensive) or "B" (intended for word processing, spreadsheets, and web browsing) labs.

A LABS: These labs are associated with programs that have intensive computing requirements. Their machines will necessarily be high-end computers with large storage capacities, fast processors and significant amounts of RAM. These labs also have significant expectations that will utilize some of the most computing-intensive software. Nevertheless, it is expected that each A lab will live within a limited budget, or seek external funds (grants, etc.) to meet the needs of their program.

B LABS: While classroom teaching is expected to occur in some of the B labs, it is understood that instructors are to understand and live within the limitations of the B lab computers. These computers will be three to six year old technology and they will have inherent limitations. Instructors are advised to work with ITS staff to understand the limitations of these machines. Every effort will be made to ensure that these computers will meet reasonable demands expected of B lab computers.

Computers that move from an A lab into a B lab will be evaluated by ITS staff to ensure that they meet the minimum requirements expected for B lab computing. Funds will be used to provide necessary upgrades to RAM, to ensure that the machines will meet expectations for the next three years. Each lab will be canvassed for the unique software requirements of the lab. (see below)

SOFTWARE: Before each renovation is undertaken the ITS staff will provide the Lab subcommittee and the Lab coordinators with data indicating the history of printing, and software used. Based on this history, the ITAB lab subcommittee will work with the coordinators to help in the planned renovation of their lab to ensure that all computing needs (vs. wants) are met. The intention is to ensure that all highly used necessary software programs are obtained for each lab.

D. Assignment of A and B lab status

"A" labs "B" labs
Theatre CAD 9PC
Fenton 115 25 PC
Fenton 2162 25 PC
Fenton 2164 30 PC
Houghton 25 PC
Mason 2016/2017 30 Mac
McEwen 106 Media Arts 21 Mac
Rockefeller 309/310 17 Mac
McEwen 103 Sheldon 20 Mac
Thompson E149/W112 8 PC
Thompson W211/217 32 PC

154 PC and 88 Macs
EDP Lab 9 PC
Igoe 23 Mac
Jewett 214 4PC 10 Mac
Learning Center 8 PC
Library 34 PC
McEwen G-22 48 PC
Rockefeller 307/310 17 Mac
Thompson W203 21 PC 1 Mac
Thompson W229 10 PC
Thompson E104 6 Mac

135 PC and 50 Macs
Assuming an annual budget of approximately $240,000/yr (see page 1), the implications of the proposed A and B designations are:

  • The most significant cost-saving measure is the proposal to transfer "A" lab computers to upgrade "B" labs. The higher-end processors/configuration used by "A" labs are anticipated to adequately meet the needs of "B" labs.
  • RESERVE FUND: The ITAB subcommittee places $20,000/year in a temporary emergency reserve fund to meet the inevitable emergencies that arise during the year in any lab. It should be understood that addressing such emergencies normally depletes this fund. Any leftover emergency funds will be used to satisfy unmet demands of the labs being renovated.
  • LAB ENVIRONMENT: Lab renovation will also replace worn tables, chairs and carpeting.
  • B LABS: A portion of annual funds is allocated to ensure the proper renovation of B labs. Recycled A -> B computers will ensure they have sufficient RAM and the necessary software. A printer for each lab is essential.
  • A LABS: PC's are inherently less expensive than Mac's and that industry standard for some programs demands the use of Mac's. The annual budget is adequate if each lab coordinator has realistic expectations. Lab coordinators are asked to be as economical as possible when preparing their renovation plan for the year.
  • One-for-one swaps: In each renovation cycle the total number of computers in each lab will not increase. The A/B renovation plan expects a one-for-one swap of new for old computers.

E. POLICY ON THE DEVELOPMENT OF NEW STUDENT COMPUTER LABS

The unregulated development of new computer labs is one of the major contributing factors leading to inadequate funding for all labs. New computer labs must be developed within the existing formal approval process. To receive renovation funds a lab must be approved by ITAB and sufficient funds must be set aside by ITAB to ensure that the planned renovations can be completed in an equitable manner. Only labs that have been approved by ITAB are eligible to apply for renovation funds.

Demands on ITS staff must also be considered by ITAB, as any increase in the number of labs will place extra burden on support staff. It is recommended that ITAB develop a reasonable staffing policy to ensure that sufficient support staff is in place to deal with the demands of the campus computing expectations.

Proposed Policy on the Development of New Computer Labs.
The following policy is intended to assist the campus planning process to ensure that each lab will receive adequate renovation funds on a triennial basis. It is not the intention of this policy to stimulate a escalation of proposals for new labs, but to ask those who might plan new labs to convey their intentions at the earliest time possible.

This policy recognizes that a new computer lab may be funded using either intramural (Administratively controlled one-time money), or extramural (grant) funding. The approval process for both of these labs share similarities, but the process is not identical.

  • Approval for an extramurally funded lab is not required for set-up of the lab. However, because all new labs will eventually require renovation funding, authors of such proposals are strongly encouraged to make ITAB aware of their intentions at the time the grant proposal is submitted.
  • Intramurally funded labs may or may not depend on partial funding from ITAB. It is possible to fund the startup of a lab based on one-time (administrative) money that exist outside the of ITAB budget. In this case ITAB would strongly encourage administrators and the new lab directors to make ITAB aware of their intentions when the funding has been committed.
  • If a new lab depends on ITAB funding for its setup, approval is required before the purchase or set-up of this computer lab.
  • Regardless of the source of set-up funds, any lab anticipating future renovation funds must recognize that it is ITAB policy to renovate these labs only once every three-years. Each lab expecting renovation funds must be an ITAB approved lab three years in advance of any expected renovation/upgrade.
  • Any group requesting funds to renovate a lab must present a detailed plan to ITAB for consideration and further discussion.
The new lab plan must:
  1. Provide a rationale for the formation of the proposed lab outlining the students and departments served.
  2. Indicate the software expected to be used in the proposed lab. This information will be used to justify the designation of the lab as either an "A" or "B" lab designation for the proposed lab.
    • A= specialty lab requiring computing intensive applications
    • B= word processing, spread sheet, e-mail, internet
  3. Indicate if this is a specialty or open lab. What student population will the lab serve? Will students from other majors be able to use this lab when classes are not scheduled for the facility? Provide a justification for the rationale.
  4. Provide a list of the courses that will directly use this lab for in-class teaching.
  5. Provide a rationale for the number of computers proposed for the lab.
  6. Indicate the space proposed to house the lab.
  7. Provide information of the expected funding source for lab set up.
The plan submitted to ITAB will be forwarded to the ITAB student lab sub-committee for consideration. This sub-committee will:
  • Estimate the cost of the plan and examine the proposed space.
  • Consult with the Registrar to verify the student/class demand for such a lab and determine the current use of the proposed space.
  • Forward the plan and a recommendation to ITAB for approval.
  • The sub-committee may seek clarification of the proposal with those individuals in charge of the submission.
Note: It is not the intent of the sub-committee to deny approval to a new lab funded by extramural sources.
Approval of the submitted plan will require approval from a full meeting of ITAB. At a minimum, ITAB must agree to the following conditions.
  1. Approval of a new lab may require some money to be committed from the Technology fee. A labs will require more funding than B labs.
  2. If no secure funding source is identified for the initial set-up, ITAB will need to consider the feasibility of funding the set-up. It may therefore be necessary to put off approval until funding is secure.
  3. For approved labs, ITAB will be responsible for committing the appropriate amount of additional Technology fee money to renovate this lab on the three-year cycle. (A new "A" lab, for example is currently estimated to require between $40,000 and $90,000 on a 3-year cycle.)
  4. Recommend the space be allocated for the lab.
  5. Recommendations from ITAB will be passed to the ITAB executive board.

F. THREE YEAR PLAN FOR LAB RENOVATIONS

  • ITAB is committed to a three-year renovation cycle for all computer labs
  • The proposal will see the majority of the funds allocated to "A" (computing intensive) labs with sufficient funding provided to ensure the smooth transfer of computers to "B" labs.
  • All funding is expected to cover intended hardware, software, peripherals, handicapped accessibility, and furniture.
Previous experience has shown that A lab computers are still excellent machines three years after purchase and they continue to meet the demands of B labs.

The plan is to start a renovation cycle in November of each year with the goal of renovating the labs during the summer period when classes are not in session and human resources are more readily available.

Each November, the coordinators of the labs scheduled for renovation will be contacted by representatives from the ITAB student lab subcommittee to discuss the guidelines for the proposals, the funding available and exchange ideas for the year. During the proposal development phase, the lab coordinators are expected to work together and consult with ITAB subcommittee to develop a single plan that meets funding targets for the year. The computers slated to move from "A" to "B" labs will be identified early in this process and any necessary upgrades will be identified as part of the annual plan.

The ITAB student lab subcommittee will review the plans and submit a renovation plan to ITAB for consideration and further discussion.

Proposed time line
  • November - Start of the proposal development phase. Student lab subcommittee discusses plans with lab coordinators for labs scheduled to be renovated.
  • December 15 - a preliminary planning document is due so that a cost-estimate can be prepared by IT and shared with the coordinators, and ITAB.
  • February 1 - Proposal Due Date. Lab coordinators submit final coordinated proposal for annual renovation. Student lab committee will review the plan and have further discussions with each lab coordinator, if necessary.
  • March 1 - Student lab committee makes its recommendations to ITAB.
  • April 1 - ITAB notifies coordinators of decisions. Ordering can begin at any time, thereafter.
  • June through August - renovation of labs.
Proposed three year cycle The following labs have received substantial funding/renovation in the past calendar year.

The following is a draft for the next three-year cycle. The order of renovation is proposed to be:
Year 1 (2007/8)
A Labs B Labs
Lab Name Total Computers   Lab Name Total Computers
Fenton 2162 25 PC   McEwen G22 48 PC
Fenton 2164 30 PC   Thompson W229 10 PC
Thompson E149/W112 8 PC   Igoe Lab 2 Mac
Sheldon 20 Mac   Imaging 1 Mac
      Rockefeller 307 15 Mac
      Rockefeller 310 2 Mac
 
Total PCs 63   Total B PCs 58
Total Macs 20   Surplus PCs 5
      Total B Macs 20
      Surplus Macs 0
 
Year 2 (2008/9)
A Labs B Labs
Lab Name Total Computers   Lab Name Total Computers
Houghton 122 25 PC   Thompson W203 25 PC
CAD Lab 9 PC   EDP Lab 9 PC
Rockefeller 309/310 17 Mac   Jewett Macs 10 Mac
Mason 30 Mac   Imaging Mac 1 Mac
      TV Studio 6 Mac
      Imaging Mac 1 Mac
      Thompson W203 Mac 1 Mac
 
Total PCs 34   Total B PCs 34
Total Macs 47   Surplus PCs 0
      Total B Macs 19
      Surplus Macs 28
 
Year 3 (2009/10)
A Labs B Labs
Lab Name Total Computers   Lab Name Total Computers
Thompson W211-217 32 PC   Library 34 PC
Fenton 115 25 PC   Jewett PCs 4 PC
Media Arts 21 Mac   Learning Center 8 PC
      Igoe 23 Mac
 
Total PCs 57   Total B PCs 46
Total Macs 21   Surplus PCs 11
      Total B Macs 23
      Surplus Macs -2

G. Development of Annual SCAP/ITAB Proposals

Information required by SCAP
SCAP (Student Computer Access Program), funded by the state, requires the campus to submit an annual report addressing several issues. Funding is provided only for computers to which students have direct and open access. Please provide narrative statements that speak to the following issues.

  • How will the new hardware/software impact curriculum for new and traditional users of the facility?
  • What equipment will the new purchases replace?
  • Indicate the time your facility is open,
  • What students use the lab (major-specific or open lab)? Is the lab specifically for lower or upper level students? Are the students new computer users, or traditional users?
  • How does use of computers affect the way students complete projects?
Information requested by ITAB
ITAB requests a single proposal that addresses the total renovation of all labs targeted in the annual cycle. Coordinators for these labs are expected to work together, the student lab subcommittee, and Information Technology staff to develop a plan that meets the funding goals for the year. While SCAP funding provides money only for computer hardware and software, Technology fee money may be used to provide access to other items such as peripherals, handicapped access, and furniture. The submitted plan is expected to address all issues that make a computer lab a functional unit. The ITAB lab subcommittee will identify the labs scheduled for renovation and how the existing "A" lab computers will upgrade "B" lab computers.

Coordinators of "A" labs and ITS staff will indicate the software currently used and the activity of these programs. Rational will be presented for software upgrades and justify any request for new software. The hardware specs required to operate the most computing-intensive program used in the lab will be discussed with ITS staff (remembering that they will be expected to have a 6 year life span).

It is assumed that a one-for-one swap will be requested for each computer in the lab. Identify the number and type of computer that currently exists in the lab. What is the processor speed and how much RAM is present in the current computers? Identify the specs of machines you are proposing as replacements and justify these requirements. Is it necessary to purchase new monitors for each computer? Are new peripherals necessary (server, printers, scanners, etc)? Are there any other issues that need to be addressed in your facility?

Coordinators of "B" labs will work with ITS staff to identify the software currently in use and the activity of these programs. Justification will be required for software upgrades and new software requirements. After analyzing the specs of "A" lab computers to be transferred, the "B" lab coordinators will recommend and justify potential hardware upgrades to these computers. Coordinators of these labs should also identify and justify any replacement peripherals (printers, scanners, servers, etc), and furniture (handicapped access, tables, chairs) that may be necessary to complete the upgrade. The ITAB subcommittee will evaluate the request and provide an estimate of the cost of upgrading the "B" labs.

Suggestions are always welcome for the improvement of this process and the three-year plan.


Page modified 11/26/14