All organizations must face the renewal of part or all of their desktop equipment. How to transform the difficult task of fleet renewal into an effective IT strategy? In order to optimize its IT asset, an analysis of the needs of the company is essential and we will try, via this article, to clarify some points.
A heavy and often difficult project for the CIO to support
The renewal of IT asset is a project resulting from different problems, but the problems often remain the same: facing programmed obsolescence and for warranty purposes, choosing between rental or purchase or choosing between the different IT equipment available on the market while taking into account the changing uses of users, we must therefore think in the long term.
In the current context, IT security is also an important factor in the context of an IT workstation renewal project.
This is what Mr Diego, IT Director at Thalgo Cosmetic, confirmed to us: “During our last IT renewal, we had 3 major problems: The first and most important was the obsolescence of the IT equipment, it was essential to quickly remedy this problem. The second was license management, and finally, software harmonization within the group.”
The parameters to be taken into account in order to renew your IT asset efficiently
There was a time when renewing your IT equipment consisted in choosing the technical characteristics of the workstations according to user needs while ensuring the best quality / price ratio.
But today the task is much more complex. There are many parameters to take into account: Fixed PC, laptop PC, desktop virtualization, DaaS, … The environmental criterion is also very important, without forgetting the issues of DRP / BCP …
Let us look in detail at each of the parameters that the CIO must take into account when renewing its fleet.
The choice of its new IT assset
As discussed previously, before the choice was simple: it was a question of making a benchmark of the posts corresponding to the needs of the users and to find equipment at the best price. Only today the choice is much more complicated. On the one hand, the IT department can choose either fixed workstations (for administrative offices for example), but also laptops for mobile users, or even tablets and even implement desktop virtualization to best manage its IT assets.
This choice requires a lot of thought upstream to be sure to allocate the right investments while maintaining a satisfactory level of user satisfaction.
But CIO must go even further. On the one hand, it must analyse users’ needs in order to choose the best possible characteristics of the new workstations, thinking in the long term (because users’ uses are constantly evolving). It must also pay attention to the energy consumption of positions as part of the organization’s CSR approach. This environmental issue adds a new stage to the reflection on the job renewal project.
Within the framework of the homogenization of the IT park and the environmental problem, the VDI seems to be the adequate answer. Fortunately, the ceBox® solution offers a very high and constant level of performance over time, very significant energy savings, and very simple management for the IT department.
IT security, a priority
It was a wonderful time when the stations were being repaired and replaced on the run of the river. Only today the ISD can no longer afford it. It must ensure the security of the workstations, the company’s data and above all ensure production sometimes 7 days a week and 24/24.
On the one hand, equipping your workstations with hard disks with a large capacity is no longer of great interest: data must no longer be stored on users’ workstations but on remote, secure file servers available 24 hours a day, 7 days a week, whether in the Cloud or in an organization’s Data Center.
ISD needs to go even further. It must be able to ensure business continuity in the event of a disaster or breakdown and therefore ensure that users can find a functional, secure and efficient workspace quickly in the event of a disaster (cyber attack, natural disaster, etc.).
Maintenance of computer workstations in the company
CMBD, IT asset management software, update management, homogenization of the asset, etc. Maintenance of IT workstations is a problem that must be taken into account upstream of the asset renewal project to ensure that all tools are compatible.
How will we manage updates? If you set up SCCM, you can already exclude deploying / managing workstations under other OS than those of Microsoft (because yes, it is very complicated to manage Linux with SCCM).
The CIO often faces different types of users, different needs, and so on. Nevertheless, it can no longer afford to acquire dozens of different types of positions. It is therefore a matter of choosing a few well identified and manageable references over the long term.
The financing of its computer equipment
Rent or buy? The solutions are diverse, but how to choose the financing best suited to your organization?
The acquisition of its computer equipment
However, there will always be a notion of “end”, so this remains a short-term solution that requires very heavy discussions.
If you think about it, the supplier will sell the equipment, but you will also have to negotiate the warranty period. Usually 3, 4 or 5 years but after that time, what if a piece of equipment breaks down? Should we buy another one? This means replacing items in a piecemeal fashion. We can also help them out as best we can, which is very resource-intensive. Otherwise, it will be necessary to completely renew the computer equipment. But what to do with the old equipment in this case?
There are therefore many things to consider before making such an investment. The TCO analysis, which must be carried out without omitting any of these data, is essential.
Fortunately, today there are other solutions.
The rental of its computer equipment
No impact on cash flow, time saving for the CIO, functional and latest generation equipment for users… The advantages of leasing are numerous. If there is a significant need and a large portion of the park needs to be renewed, this solution will be the most advantageous.
Renting on a monthly subscription basis has no impact on cash flow. An argument that will no doubt please the CFO, the ROI is often very interesting. It should be noted that in terms of IAS/IFRS or US Gaap standards, it is possible to offer rental contracts allowing the Ebitda to be preserved.
It also saves time for the CIO. Indeed, the questions you may ask yourself when you buy your IT equipment are no longer relevant. Hardware failure? The provider changes it in a very short time. Is the equipment obsolete? All the computer equipment is replaced with the latest generation equipment.
A maintenance of the IT asset is provided most of the time in the service.
Mr Diego, IT Director at Thalgo Cosmetic confirms the advantages of the rental model, particularly for the service part: “The rental model for the software part is very interesting, nevertheless for the hardware part it is sometimes more complicated, it depends on the policy of each group”.
Before starting such a project, the IT department must take into account all the company’s needs. The renewal of IT asset is important and can become a competitive advantage and save the IT department time in its future management of the equipment.