Introduction 

We typically do not supply both an office desktop computer and a laptop to users, as this is considered a "premium" request reserved for Secretariat committee members. This decision was made during a Secretariat meeting several years ago, following the COVID-19 pandemic. For those non-Secretariat members requesting a laptop, there are currently two options …

Option 1: AOA-Supplied Laptop 

The IT Department is happy to order a laptop for users who are not members of the Secretariat, but it will need to be charged back to the user’s department (on an authorized GL account supplied by the user and approved by the department’s director.  The laptop will be purchased by the IT department’s vendor of choice (currently Dell) and will meet the following specifications: 

• CPU i5 or better 
• RAM 16GB or better 
• HD 500GB or larger (solid state or NVMe) 
• Windows 11 Pro or better 
• 13-14” screen (or larger if preferred) 
• Backlit keyboard and non-touch screen 
• Built-in Webcam and WiFi 
• 3 years pro support and accidental damage protection 
• Carrying case / backpack 

The system will be preloaded with AoA's licensed software and will be locked down, meaning the user will not be able to install any additional software without the permission and assistance of the IT department.  Additionally, it may be necessary for the user to bring in the laptop periodically for maintenance.  Similar to the user’s office desktop, no personal software should be loaded onto the system.   The system will be considered an asset of AoA and the user may be expected to return the device to the IT department if he/she leaves the organization. Lastly, it should be noted that a laptop purchased under this method could cost as much as 3 times that of Option 2 as the unit, which will be supported and maintained by the IT department, must meet higher “business grade” requirements that may not be truly necessary for the average user.

Option 2: User Purchased Laptop

The alternative, which many users including those in the IT department choose, is to purchase a laptop from a retailer such as BestBuy or Amazon. In this scenario, IT will supply and support the remote connection app but not the hardware itself. This option provides the user with more flexibility regarding the software they load onto the unit and how they choose to use it. However, users must still ensure they uphold the policies in place for personal systems when connecting to the AoA network remotely.

Note: These policies, which can be found here as well as the Employee Policy Manual, are agreed to each time the "OK" button is clicked during logon.

Under this scenario, the department head may still choose to purchase the unit for the user or allow the user to expense the laptop and the department head would decide what happens to the system should the user leave AoA.  The unit should still come as close to meeting (or exceeding) the specifications listed in Option 1 but may end up being a good deal less expensive (as the unit may be more of a “consumer grade” laptop without some extras such as a carrying bag and extended warranty)

Under this option, it should also be noted that a laptop may not be the best alternative.  If the user does not need to pay the premium to be mobile and will work remotely from one place, desktops often offer more “bang for the buck” and are much easier to work from.

Conclusion 

Users who are not part of the Secretariat group have two main options for obtaining a laptop to assist with work when they are away from the office:

1. Order a device through the IT department (which comes with specific restrictions and higher costs) or …
2. Purchase a device on their own  - benefiting from more control of the unit and possibly a much lower price tag.

Either option, the user must still adhere to remote access policies. For more information, please feel free to reach out to the IT Department using the helpdesk at:  https://help.archatl.com