Audio Visual Life Cycle Tracking Help

4 Replies

Audio Visual Life Cycle Tracking Help

Posted by Danielle Kroencke on Mar 15, 2019 1:02 pm

Hello!  I hope you are all doing well.

I am reaching out to see if anyone has a good system they could share for tracking audio-visual equipment.  I am looking to assist our Tech Services department in creating a life-cycle plan for replacement of our equipment (projectors, laptops, lights, etc) and am stuck on what's the best way to organize the information.  Knowing that issues will arise and this won't be a fool proof plan, my end goal is to create a system in which we know that projectors give us a useful life span of "x" years, we purchased the equipment in "20XX", and it will need replacement in "FYxx".   This is all to help manage a very slim budget that consistently goes underutilized until equipment 100% fails. 

Thank you so much in advance!

Dani 

 
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Re: Auido Visual Life Cycle Tracking Help

Posted by Filip Pongratz on Mar 15, 2019 1:20 pm

Hi Danielle - after taking part in an ACUI webinar back in 2016 called Capital Replacement and Equipment Depreciation Budget Planning, I took a spreadsheet from that and tweaked for my needs. It covered a 50 year plan which is probably too long for most people but I believe it will cover everything you need. I ended up converting the spreadsheet to Google Sheets and created a public view template just now for anyone here. https://docs.google.com/spreadsheets/d/1Iw6y1_2wWP8gTJ9P4BZBiLQGYAkEXBJdJFy_H-AnqIM/edit?usp=sharing. I set this to public view but if people have problems accessing please let me know but you can copy it to your Google drive and tweak as needed.

Credit to Matthew Sebby, formerly of University of Houston now North Dakota I believe, for the webinar and original Excel spreadsheet.

Filip Pongratz
Associate Director, Student Center Operations
SFC Activities & Operations
# 2157074362
filip.pongratz@temple.edu

Re: Auido Visual Life Cycle Tracking Help

Posted by Danielle Kroencke on Mar 15, 2019 1:26 pm

Filip -  This is incredibly helpful.  Thank you very much.  I also appreciate that the non-technology equipment is on this as well!   

Thanks!

Dani

 

Re: Audio Visual Life Cycle Tracking Help

Posted by Ryan VanderVegt on Mar 18, 2019 12:58 pm

Filip,

Thanks for sharing your spreadsheet. 

I am curious how you generated the "life cycle" number. e.g 25 years for a table or 4 years for a computer/projector. Are you just using manufacturer warranties or do you have a different way of coming to those numbers? 

Thanks

-Ryan

 

Re: Audio Visual Life Cycle Tracking Help

Posted by Filip Pongratz on Mar 18, 2019 1:33 pm

Hi Ryan - life cycle for all non-tech items is based on a combination of manufacturer warranties and usage patterns. Temple University IT will not support computers over 4 years old, so as budget permits I will update on that cycle as well. Since I do all the local IT work in my area, I am not tied to that but have it as a base line and will stretch the life cycle if other budget priorities come up. I decided it was easier to match LCD projectors to this timeline and historically I have had units break down around this usage time frame but we were using lower end models so I expect it to improve moving forward.

Filip Pongratz
Associate Director, Student Center Operations
SFC Activities & Operations
# 2157074362
filip.pongratz@temple.edu