Technology Refresh Program

Refresh Information:

**We are currently in the process of resuming Technology Refresh operations in May 2009. Departmental TR’s will be contacted soon to verify and approve their inventory in Webtrax. Please be advised that due to the length of time the Refresh Program has been on hold, items may not be refreshed in the actual month that the item is due for replacement. Your patience and cooperation is greatly appreciated!


Currently, we are starting with the machines that have a refresh date of 08/20/07 – present. For items that were previously bought out, UTMB owned assets and approved items that were never refreshed due to Hurricane IKE, select the top date of 1/1/1901. Please contact Information Services for any questions.


Each department has an approved contact that will be able to see the refreshes. Each month, that contact will log into Webtrax and designate what each asset is to be replaced with. The pending tab shows the ones that need to be approved. To check the ones that were already processed, go to the approved tab. To check the refresh date of a particular asset, go to Webtrax and put the number in the search field. The expiry date is the refresh date. If there is no date present, the machine is a UTMB asset or it has been bought out.


There are 5 options (see below) to choose from in Webtrax. After you choose an option, it will go into the approved table. It is then processed through IS who orders the machines. Once the machine comes in, the user or department contact will be contacted to schedule the refresh. The old machine will be picked up at this time by the Refresh Technician.


BUYOUT - Purchase current machine as it is due for refresh. Costs will be provided to you for your approval before processing. It then becomes property of your department. It will stay supported until a Remove PC Request is completed.
*UTMB no longer offers any Personal buyouts of existing machines.


STANDARD PC- hardware standards


STANDARD LT - hardware standards


SPECIAL ORDER - Create E-quote from * Dell Premier Page. Put E-quote number in space provided once you click special order.


REMOVE - PC will be picked up and sent back to Dell. It will then become a non-supported seat.


Please Note: If this is to replace a PC with a G-tag on it, this process will need to start a month prior to Refresh Date. If not, lease extensions on current machine may apply.

*Dell Premier requires web site registration if you are not currently registered with the site.



Is your PC missing from your work area? Do you need to get a replacement PC?

Contractor BMS CAT as part of their building clean out process has been taking all damaged and undamaged PC's and printers found on the first floors of UTMB buildings to the Information Services depot on the first floor of Rebecca Sealy. Information Services has been working with UTMB's insurance company to evaluate each PC, document the loss, and then either 1) store functioning PC's for redistribution back to their owners, or 2) send non-functioning PC's to the materials management warehouse for proper disposal. All hard drives in damaged PC's will be removed and destroyed in order to protect UTMB from unintended public release of protected or confidential information.


If you would like to locate your PC and find out if it is damaged, please contact the IS Help Desk at x2-5200, in Houston on (713) 953-3730, or toll free on (888) 898-2401. We will log your request and someone will get back with you after the status of your PC has been determined and/or your PC has been located. For general questions about this communication or the PC replacement process, please contact Todd Leach or Emma Ramos via e-mail or on x2-3811


Once you find out the status and you need a replacement for a damaged machine, please complete this form – New Leased PC Request. In the comments, put HURRICANE IKE REPLACEMENT and the tag number that it is replacing.