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What is the Operations Desktop Support (ODS) program?

In 2005, Operations and IT leaders evaluated the financial savings and improved security of centralized purchasing, configuration and installation of standard computer hardware and software. Standardization simplifies decision making, minimizes purchasing and maintenance costs, avoids compatibility issues, and minimizes customer downtime. Having standard inventory on hand helps ensure faster turn around for customers. During the initial years of the program, the program was evaluated. Using a performance metric that was a combination of the average Total Cost of Ownership (TCO) of the workstations, and the satisfaction level of those using the workstations, the program was shown to have accomplished significant cost savings. The TCO included all of the costs over the life of the workstation including: the purchase of the hardware and software; acquisition, cost of centralized file storage, backup and retrieval, support and disposal costs; and the cost of lost productivity resulting from unavailability or other problems while using the workstation; and the cost of dealing with any security incidents. Results showed a marked decrease in the Total Cost of Ownership. At the same time, satisfaction rates remained uniformly high. As a result of the successful pilot, the Operations Desktop Support (ODS) program was born.

ODS provides Mac, Windows, Chrome and iOS primary computing devices and technical assistance for Operations Division (non-science) personnel. Standardizing on hardware and software configurations enables the IT Workstation Support Group to automate configuration and deployment of systems to maximize funding. ODS helps with the planning and implementation of a standard computing infrastructure which is refreshed on a predictable lifecycle with a set cost for effectiveness and efficiency. Participating ODS staff include Operations career, term, guests or contractors, working 50%+ time. For those who work less than 50%, the program can provide a repurpose system re-deploying used inventory saving money. In addition to regularly refreshing systems, the program is responsible for computer security and maintenance, provides Help Desk and field support, and addresses other related computing issues and projects.

ODS Lifecycle

It has been documented and tested that standardized hardware, software and configuration processes will gain efficiencies, minimize downtime and maximize dollars in large organizations. Berkeley Lab IT has worked with our computer vendors to obtain the best prices for our standard computer models. This is how the program works:

  • Each quarter, we purchase in bulk for better pricing and ensure that the hardware and operating systems are more up to date, see ODS Standard Hardware
  • Primary computer refresh requests are initiated for a specific quarter
  • Primary computers are set up with standard LBNL security configurations and standard software, see ODS Standard Software
  • Primary computers are installed including the installation of specialized customer software and transfer of customer data
  • Old computers are taken away to be reimaged and placed in our repurpose computer inventory
  • Property transfers are initiated and confirmed

Once a computer has completed its lifecycle, iPads and Laptops every 4 years, desktops every 5 years, the cycle begins again.

ODS Policy FAQ

PolicyDescription

One Primary

  • The program provides one primary computer (desktop, laptop or iPad) to each Operations career employee whose work requires full-time use of a computer.
  • ODS provides users with standard model equipment, selected to fulfill the needs of most Operations personnel. These are listed under 'General Purpose Lab Standards' on this page: Request a Computer.
  • Deviation from the standard model is discouraged, except when required to fulfill the user's job functions. Non-standard hardware will require a project ID to pay any cost difference from standard, and require both supervisor approval, and a statement of justification provided to IT.
  • Staff who use a computer for part of a day can share a primary, and their computer is marked as a  "primary-shared".
  • Guests or contractors who use a computer full-time in these divisions are included, and their computer is marked as a "primary/guest-contractor". These computers must see regular use by people who do not already have primaries. If a computer goes for 30 days without a login, or with logins, but only from those who already have primaries, the program will retrieve it for reuse elsewhere.
  • Staff are highly encouraged to minimize the use of secondary and special task workstations whenever possible.
Requesting a Workstation

Anyone wishing to purchase a laptop, desktop, or iPad from one of IT's new or re-purposed Lab-standard workstations should use this form: Lab-Standard Computer Request FormAll Operations personnel will use this form, except under special circumstances.

IT highly recommends that users deploy Lab-standard models. These are readily available for quick delivery, and we have better tools and expertise available to support these systems.

For any requests OTHER than Lab-standard workstations, please use this form: Custom Computer Request Form. Supervisor approval will be required for non-standard workstations. Standard hourly labor rates apply for time spent in consulting, speccing, and procuring non-standard workstations.

IT requires at least 7 days advance notice for all workstation requests. Failure to provide advance notice is likely to result in delays in delivery which may prevent new employees from completing their functions upon arrival.

Excess / Salvage Computing EquipmentAll Operations computing equipment including peripherals, such as monitors, keyboards, mice, etc. and isobars and network cables need to be processed through the IT Support Services ODS program team. Open a help ticket via an email to [email protected] and provide details regarding what needs to be picked up and excessed. All DOE labeled computing equipment will have the proper property transfers requested and executed following all property management rules.
Labor Costs

ODS provides labor at no cost for most workstation support functions, including incident response and the deployment of primary workstations.

ODS will charge standard hourly recharge rates ($100/hr) for project work and additional consulting, including time spent speccing and procuring non-standard workstations..

ODS will charge a flat fee of $250 for the deployment of any secondary workstation, including both new and repurposed systems.

Accessories

  • ODS provides one standard usb keyboard and mouse
  • A new keyboard and/or mouse will be installed with a new workstation if requested or as a result of a computer assessment
  • Current standard keyboards and mice come from Dell and Apple
  • Isobar
  • Network cable
  • Docking station for laptops
Asset Management

All ODS workstations are purchased through the IT division, but are transferred to the stewardship of the assigned custodian's home division.

The assigned user will be the computer's custodian, unless prohibited by policy. In such a case, their supervisor or work lead will be custodian.

All systems are returned to the stewardship of the IT division when returned to IT.

By Lab Property Management policy, the IT division is authorized to transfer ODS assets to and from any Operations steward division and custodian.

BackupODS pays for backup using Druva inSync, Users are also encouraged to store data in Google Drive.
BigFixAll Windows, Mac, Linux systems utilized by ODS personnel must have BigFix installed and running in Active Management Mode.
Coverage
  • CF, EH, FA, HR, IT, LD, OP, PM and SE who work 50%+ time.
  • CFO Field Ops personnel (org code CFFF) who are matrixed to science divisions are not included in ODS, but are subject to all ODS security requirements.
Deferral of Refresh

ODS employees may defer their new computer for up to a year if they are satisfied with their current workstation with an exception of security issues

Installation
  • A computer assessment will be performed prior to a refresh installation to ensure proper computer refresh is efficient and successful
  • For new hires, a five business day notification is required.  If less than 5 days, ODS can not guarantee that the workstation will be ready.
  • Employee must be available during workstation delivery and setup. Workstations will not be delivered prior to new hire start date.
  • Employee must take custodianship of the workstation at the time of delivery
  • Employee must be enrolled in MFA
  • Employee will be provided access to shared network data upon the approval of the data owner
Loaner Systems
  • Loaner workstations are available for short term (about 1 month) for travel or temp work or while systems are being repaired.
  • Loaner systems may be issued to new employees at the discretion of the ODS program while we are preparing their primary systems.
  • Loaners issued for travel or temp work will be assessed a standard loaner system fee of $150.
Lost / Stolen Computers

Workstations lost or stolen will be replaced after a project-activity ID is provided to replace the lost machine.

MFA/StrongIDAll ODS employees must be enrolled in Multi-Factor Authentication (MFA) and all Windows users must have their computers enrolled in the LBL domain with StrongID installed and implemented.
Monitor
  • ODS provides one 24" or larger monitor; if more than one is required, additional monitors will be paid for by the customer.
  • A new monitor will be installed with a new workstation only if the old monitor is not up to the current minimum standard.
  • New monitor requests outside of the refresh schedule will be charged to the customer.
Move

The program provides support for computer moves of one to three people. Larger moves are coordinated through Facilities through their Office Move Request form.

Printer
  • ODS covers the labor performed by Berkeley Lab IT staff to assess, purchase, configure or repair printers.
  • ODS covers the labor performed by Berkeley Lab IT to support the Toshiba copier fleet.
  • ODS does not cover the repair of a printer performed by the Berkeley Lab IT printer repair vendor.
Repair

Coverage for Primary system only.

All non-primary workstations a project-activity ID must be provided for the hardware costs.

RepurposeComputers that have fulfilled their lifecycle and are still viable to be utilized in the field. Repurpose target audience are our scientific divisions, but ODS staff can utilize for special tasks and assignment. ODS personnel are encouraged to utilize Chrome devices for all secondary systems if at all possible.
Secondary
  • ODS does not pay for secondary systems.
  • A flat fee of $250 is charged for each secondary system.
  • ODS personnel are encouraged to move to a laptop for mobility between locations rather than having desktops in two locations.
  • ODS personnel are encouraged to utilize a Chromebook if a secondary device is required.
Security
  • All Windows, Mac, Linux systems utilized by ODS personnel must have Sophos installed.
  • All Windows systems utilized by ODS personnel must be enrolled in Active Directory, unless this would interfere with the operation of the system.
  • All Windows Systems in Active Directory must be configured to use StrongID Multi-Factor Authentication.
  • All systems may only use actively supported third party software including but not limited to Adobe products, Microsoft Office products, etc.
TerminationWhen a staff member leaves the Lab, or leaves the Operations area, all workstations (including secondary) must be returned to the IT Division's inventory.  When (or if) the position is replaced, a new workstation will be provided.

ODS Computer Purpose

The ODS program categorize a computer based upon its workstation purpose. Only primary computers get refreshed on a regular lifecycle. Computers can be categorized as follows:

Workstation PurposeDescription
PrimaryComputer used for day to day tasks, such as email and the Web. Owned by Lab staff who can be custodians in property.  A person may have only one primary computer, even if they work at two locations.
Primary-guest/contractorComputer used for day to day tasks, by someone who cannot be a custodian: guests, contractors and temporary employees.  The computer is typically owned by a supervisor or co-worker, but the guest, contractor or temp employee is designated as the end user in the property database. This computer must see regular use. If it goes for 30 days without a login, (or with logins, but only from those who already have primaries), the program will retrieve it for reuse elsewhere.
Primary-sharedComputer shared among several employees, any one of whom would not use the computer for the full day. This computer must also see regular use, so it carries the same policy as a primary guest computer: if it goes for 30 days without a login, the program will retrieve it for reuse elsewhere.
LoanerComputer owned by IT or the custodian division utilized as a loaner system for a specific set of time for a special task.
RepurposeComputer returned to ODS that has an expired lifecycle but is still viable to be utilized.
SecondarySecondary computer utilized at work or home. Hardware costs are not covered by ODS.
Special TaskComputer utilized for a special use such as to run or monitor instruments or specialized software.

ODS Standard Hardware

    LBNL General Purpose Desktop

      Dell Precision 3450 SFF

                                                                         

                                                                                                                                    

                                                                                                                                                                     
    • Processors: Intel Core i5-10600 (6 Core, 12M cache, base 3.3GHz, up to 4.8 GHz)
    • Operating System: Windows 10 Professional English, French, Spanish 64bit
    • Memory8GB 1x8GB DDR4 2666MHz UDIMM Non-ECC
    • Graphics: Intel® Integrated Graphics w/DP
    • StorageM.2 256GB PCIe NVMe Class 40 SSD
    • Wireless: Intel Wi-Fi 6 AX201 802.11ax Dual Band (2x2) Wireless Module + Bluetooth 5
    • Keyboard: Dell KB216 Wired Keyboard English Black
    • Mouse: Dell MS116 Wired Mouse Black
    • Speakers: Internal Speaker USFF
    • Support: 5 Year Hardware Service
    • Dimensions: 11.4" (H) x 11.5" (W) x 3.7" (D)
    • Weight: 11.57 lbs

    LBNL General Purpose Desktop

    Mac Mini


    • Processors: Apple M1 chip with 8-core CPU, 8-core GPU, and 16-core Neural Engine
    • Memory: 8GB unified memory
    • Storage: 256GB Solid-State Drive
    • Speakers: Internal Speaker
    • Ports:  2 x Thunderbolt 4 (USB-4) ports - 1x 10GB Ethernet - 1x HDMI 2.0 port - 2 x USB A ports
    • Support: AppleCare PLus
    • Dimensions: Height: 1.4"  Width: 7.7"  Depth: 7.7" 
    • Weight: 2.7 pounds 
    Windows

    LBNL General Purpose 14" Laptop

    Dell Latitude 5420 (14-inch)



    • Processor: 10th Generation Intel Core i5-1145G7 (4 Core, 8M cache, base 2.6GHz, up to 4.4GHz, vPro)
    • Display14" FHD (1920x1080) Non-Touch, Anti-Glare, IPS, 250nits, WLAN/WWAN, HD+IR Camera
    • Graphics: Intel® UHD Graphics 620 with Displayport over Type-C for Intel 10th Gen Core i5-10310U
    • Memory: 8GB, 1x8GB, DDR4 Non-ECC
    • StorageM.2 256GB SATA Class 40 Solid State Drive
    • Keyboard: Dual Pointing US English Backlit Keyboard
    • WiFi: Intel Dual Band Wi-Fi 6 AX201 2x2 802.11ax 160MHz + Bluetooth 5.1
    • Primary Battery3-cell 42 Whr Express Charge Capable Battery
    • Docking Solution: Dell Docking Station - USB 3.0 (D6000)
    • Power Adapter: 65W E5 Type-C Power Adapter
    • DimensionsHeight (front): 0.88" (22.45mm) | 2. Width: 13.1" (333.4mm) | 3. Depth: 9.0" (228.9mm)
    • Weight: 3.52 lbs. (1.60kg)



    Mac Laptops

    LBNL General Purpose 13" Mac Laptop

    13" MacBook Air



     




    • Processor: Apple M1 chip with 8‑core CPU, 7‑core GPU, and 16‑core Neural Engine
    • Display: Retina Display 13.3-inch (2560-by-1600)
    • Graphics: 7‑core GPU
    • Memory: 8GB unified memory
    • Storage: 256GB SSD Storage
    • Ports: Two Thunderbolt-3 ports
    • Features: Touch ID, Forced Touch Track Pad
    • Keyboard: Backlit Keyboard (English)
    • Dimensions: Height: 0.68" Width: 12.8" Depth: 8.94"
    • Weight: 2.75 lbs


    24" or Larger Monitor 

    Operations Desktop Support supplies 1 24" or larger monitor with at least 1080P resolution. Issued equipment may be previously used. Our current new model is a 27" Samsung.

    Samsung Chromebook Pro




    • Model:  Samsung Chromebook Pro 510C241
    • Operating System: Google Chrome OS
    • Processor:  Intel Core m3 6Y30
    • Memory: 4GB
    • Storage:  32GB Solid State Drive
    • Wi-Fi:  Bluetooth 4.0, IEEE 802.11a, IEEE 802.11ac, IEEE 802.11b, IEEE 802.11g, IEEE 802.11n, Dual stream (2x2)
    • LCD:  Touch Screen - 2400 x 1600
    • AC Adapter:  30Watt AC Adapter
    • Dimensions & Weight: Dept: 8.7in - Height: 0.5in - Width: 11.1in - weight: 2.38lb




    ASUS Chromebox


     

    • Model: ASUS Chromebox CN62G013U                                                       
    • Form Factor: USFF
    • Operating System: Google Chrome OS
    • Processor:  1 x Core i3 5010U
    • Memory: 4GB - 2x2 1600MHz DDR3 SDRAM
    • Storage: 16GB SSD
    • Graphics: HD Graphics 5500


    ODS Standard Software

    PC Desktop
    PC Laptop
    Mac Desktop
    Mac Laptop

    Windows 10 Professional
    Office 2019 (on request)
    Chrome
    Firefox
    Sophos
    BigFix
    RSIGuard
    Acrobat Reader DC
    Notepad ++
    Druva inSync
    StrongID


    Windows 10 Professional
    Office 2019 (on request)
    Chrome
    Firefox
    Sophos
    BigFix
    RSIGuard
    Acrobat Reader DC
    Notepad ++
    Druva inSync
    StrongID
    Cisco VPN Client 

    MacOS 10.14 (Mojave)
    Office 2019 (on request)
    Chrome
    Firefox
    Sophos
    BigFix
    JAMF Pro
    RSIGuard
    Druva inSync


    MacOS 10.14 (Mojave)
    Office 2019 (on request)
    Chrome
    Firefox
    Sophos
    BigFix
    JAMF Pro
    RSIGuard
    Druva inSync
    Cisco VPN Client 

    ODS Coordinators

    The ODS coordinators are the ODS program stewards for their divisions. They help communicate their division needs and set program policies. They coordinate support for new employees and can help facilitate changes on behalf of their staff. 

    DivisionCoordinatorEmail
    CFThomas Mason[email protected]
    EHElizabeth Radding[email protected]
    EH MedicalNina Vineyard Horne[email protected]
    FATammy Thompson[email protected]
    HRJoelle Bradley[email protected]
    ITKrys Avina[email protected]
    LD Directorate OfficeNina Lucido

    [email protected]

    LD Internal AuditEileen McGettigan[email protected]
    LD Strat CommAlice Muller

    [email protected]

    LD Tech TransferVanessa Hsia-Kiung

    [email protected]

    OPDavid Stein[email protected]
    PMSheena Ryan

    [email protected]

    SEMelissa Banuelos[email protected]

    ODS Support

    News and information about IT Services can be found on the IT Division website, it.lbl.gov.

    Support is available Monday-Friday during standard business hours. Contact us by:

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