Yearly Computer Replacement Budget Instructions


Step 1: Receive Computer Inspection List

  • Obtain the computer inspection report from your CES Auditor.

  • This report lists the number of items (e.g., laptops, desktops, printers, monitors) scheduled for replacement the following year.

  • Note: The inspection sheet does not include specific user assignments for the equipment.

Step 2: Run an Asset Query

  • Use OIT TeamDynamix Asset to run an Asset Query based on the replacement year.

  • Identify and categorize the assets using the following groups:

    • Platform: Windows vs. Apple

    • Type of Device:

      • Laptop

      • Desktop

      • Monitor

      • Printer

Step 3: Match Users to Replacements

  • Use the query results to determine:

    • The exact quantity of each item.

    • Who is receiving each piece of replacement equipment.

    • It is advisable to start conversing with your users to make changes to what is needed or requested prior to replacement.

Step 4: Determine Unit Cost for Budgeting

  • Choose one of the following methods to establish unit pricing:

    • Use the previous year’s budget per computer as a reference.

    • Around mid-January, request updated vendor pricing or log in to the vendor website for:

      • Windows/Apple laptops

      • Windows/Apple desktops

      • Monitors

      • Docking stations

      • Other relevant peripherals

Step 5: Include Necessary Accessories

  • Include the cost of docking stations with Windows laptops.

  • Assess if keyboard and mouse need replacement.

    • Suggested replacement cycle: every 6 years.

  • Include dock, keyboard and mouse for Apple Laptops.

Step 6: Calculate Projected Cost

Use the following formula for each category:

Projected Cost = (Cost of Equipment) x (3% inflation) x Current Hawaii Tax Rate

Step 7: Budget for the Following Equipment Types

Ensure your budget accounts for the following:

  • Windows Laptop

    • Include a docking station

    • Check for keyboard/mouse replacement needs

  • Windows Desktop

  • Monitors 

  • Apple Devices

    • MacBook Air 15"

    • MacBook Pro 14" and 16"

    • iMac

    • iPad

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