FOCUS: DESKTOP, NOTEBOKS & DESKTOP SW: The Touch Point

Given the quick obsolescence and the fast development

in this space, keeping users happy is becoming the major task of the CIOs.

Everyone wants the latest desktop or portable, irrespective of the applications

they use it for. Chances are that CIOs face hardware dilemmas on two occasions–when

buying new machines, or upgrading/discarding older ones.

This is the face of IT hardware as we know it, and in a way the troublesome side of it. Desktops and portables are the most visible components of an enterprise’s IT infrastructure. Also, the one that causes many a headache for the CIO who has to keep them up and running. And so, when we say think desktops/portables, it means think upgrades, think obsolescence, think manageability...

New purchases



While for portables, the choice is limited to a few players, you can do the

jig while out shopping for desktops. Depending on your budget, you can stock

your shopping cart with desktops whose price starts from Rs 5,000 (second-hand,

bare-bone thin client), to assembled (less than 20K), to branded ones (25K

upward). However, one has to be careful about the software that is present (read

comes with the package).

Assembled usually costs slightly higher because of the rising levels of

piracy and any installation of proprietary applications will cost that much

more. Alternatively, you can look at the open-source basket and re-think your

software requirements (see box on Desktop Software). Of course, this may not be

a way to go while you are out looking for portables. Typically, a branded

pachine would be the best bet and since they come with lot of bundled

applications, it’s imperative to check on the company’s standardized

platform.

To upgrade or to chuck…



Before you exclaim that this has been the age-old hardware dilemma, it might

be time to consider this might be a situation courtesy Intel(!) Every few

months, Intel comes out with a new processor as the availability of old models’

starts becoming an issue. Also, vendors start offering the same for both the

corporate and home segments, irrespective of the applications intended to be

used. The first issue to be dealt with is to predefine the bare-minimum

specifications (specs). If you have the same, it is easier to follow the upgrade

path clearly. (See box The Way We Do It). The next step is to have a clear

roadmap of the future IT course of the company. For instance, if the company is

planning to implement some new resource-hungry application in the near future,

it would be best to junk existing machines and start planning for new ones.

The way out



The first step in managing your IT front-end is planning. This is

imperative, given the high rate of obsolescence of these products. Planning

would imply looking at the total cost of ownership–not just the cost of the

desktop but also issues like standardization, cost of junking existing systems

which fall below the benchmark, cost of setting up the machines in the office,

configuring and networking a machine as well as maintaining it, upgrading the

hardware and software, and dealing with user queries. These additional costs add

up to several times the price of the machine. And the planning has to be an

ongoing process.

For example, last year in Cyber Media (the publishers of Dataquest), for the

editorial and other category, our CIO froze on Celeron or better, with 8-10 GB

HDD, 64MB RAM , 15" color monitor , 4MB VRAM, CD-ROM, Mouse, NIC as the

standardized platform. Given the obsolescence in the segment, the specs have

since been upgraded to PIII/P4, 800 MHz–1.6 GHz, 128 MB, 20 GB HDD, 15"

Colour, 52X CD-ROM, and all systems falling below these benchmarks are either

being upgraded or scrapped.

On the notebooks’ side too, there’s no other way than proper planning.

While the life of the machines can be increased marginally by upgrading, if the

organization is planning to upgrade its OS platform, then upgrading might not be

the answer at all, and would end up costing more in the longer run. In such an

event, planning is the best possible solution. It is best to plan user needs and

requirements on an annual basis and budget accordingly. It is best to limit the

number of vendors to one or two for discounts and price benefits. Moreover, it

is a good idea to have one or two machines as standbys, especially if you don’t

have a standby machine clause in your agreement with the vendor.

YOGRAJ VARMA

Best Practices Index for Buyers

While the tips would be different for both these product categories, here are

a few guidelines, which fits both, desktop and notebooks:

n Negotiate:

You can get volume discounts even from branded players, apart from better

support terms and extended warranties. Also, vendors may often give you an

on-site for large orders (say 50-plus PCs). Before you buy, have a checklist of

the features you want, especially for notebooks

n Budget

Management: While the best offering may

be just a few thousand more, check on the need to buy the latest. If the entire

users needs from word processing to surfing the Net are met with a lower-end

model, then it would not make sense to go in for such systems

n Price

Comparison: Get the quotes for these

from a few vendors and while comparing, don’t forget the bundles the others

offer. Ensure that you check if the different software included in the deal is

actually useful or just occupies hard disk space. If so, have them deleted

n Technical

Support/Warranties: Since warranty

periods and restrictions will differ from manufacturer to manufacturer some

vendors might not cover these for components such as monitors, keyboards and

other peripherals. Be clear on how the vendor will solve your technical issues

either over the phone or via the Web, taking the box to the vendor or if the

vendor will come to your premises and do the needful. For notebooks, check on

how quickly the machine will be returned and the provision for a standby unit in

the interim period. Negotiate for a three-year warranty, even if you have to pay

a little extra as its best to let the vendor handle the product. Try to get

uptime commitments from the vendors

n The

Fine Print: Do not forget to read the

fine print, especially where warranty options or free service are concerned

Other Best Practices for the Notebook-buyer

n Size,

weight and usage: Think Notebooks, think

underwear... very personal. Just because it fits you, it may not be the right

one for the marketing person. Check the usage of the user, his comfort level

with the notebook before ordering one. For example, if the user is on the move

he would have portability as his key consideration. Compare this with another

executive who would like to use the same as a desktop and can carry it home when

he leaves the office premises every day, he will be happy to settle for

something more bulkier yet with all the works thrown in.

n Battery

life: Again a factor of usage. Opt for higher

battery life especially for people looking at portability

n Accessories:

There are a few other accessories you should consider–a security lock, a

car/plane adapter so that you can run your notebook from a car or airplane

outlet. You could also opt for an AC inverter that converts car power into AC

power and a universal transformer that powers multiple brands of laptops as well

as cell phones

n Upgrades:

While it’s easier to upgrade desktops, notebooks are a difficult

proposition. But a few precautions can certainly help to increase and speed the

life of the product. Make sure that the notebooks are configured to keep room

for future upgrades. For instance, if the machine comes in with 64MB memory,

make sure that it is the onboard memory and the other slot is not used