A
Review on the Pilot Run of the LLS Scheme
By
Joe Chow
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The Student Computer Notebook Long Term Loan Scheme
(LLS) has been launched for two months (see Network
Computing Issue 57 – September 2008 and
Issue 58 - December 2008 for details). It may be a good
time to review its progress.
The Selected Notebook Models
As a pilot run, two computer models, namely the Lenovo
S10 and the Lenovo
X200, were selected. They are small and light-weight models
that are suitable for mobile learning. Even though both of them
have similar weights, S10 is a little smaller than X200. Therefore,
carrying S10 in a school bag may be more suitable for some students
if their study works do not demand for high computer processing
speed. On the other hand, X200 is the choice for study works that
require better computer power.
The ratio of these models distributed to students is around one
S10 to four X200. This reflects that X200 is more popular than
S10.
Based on the light-weight criteria, both models are not built-in
with a DVD drive. Knowing the importance of this kind of device
to students, external DVD drives are also provided with every
notebook computer.
If notebook computers are not bundled with software, they may
not be useful at all. Therefore, the following software have been
pre-installed:
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Microsoft Office Professional 2007
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Microsoft ForeFront Client Security
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Blackboard Backpack for e-Learning
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CityU’s Printing Service
The Distribution Period
There were nearly 4,000 notebook computers distributed to students
in this pilot LLS programme. In such a large exercise, a good
plan on how to distribute the computers was crucial.
The distribution period and time must be well chosen to be convenient
to as many students as possible. There were several distribution
periods, “normal distribution” period for majority of students,
“early distribution” period for exchange students leaving Hong
Kong before the normal distribution period, and “late distribution”
period for students who could not pick up their computers during
the “normal distribution” period. The “early distribution” was
held during December 2008 for students who needed to fly to overseas
universities for exchange programmes before the start of Semester
B. The “normal distribution” period was held from 5 to 16 Jan
2009 and the opening hours of the distribution counter was from
10:30am to 6:30pm. Students are provided with an online booking
function such that they can reserve the time slots most convenient
to them within this period. The number of tickets for a time slot
was carefully controlled such that students don’t need to wait
in a long queue while all notebook computers could be distributed
within the shortest period possible to save manpower. For students
who had valid reasons for collecting the notebook computers after
the normal distribution period, special arrangements were scheduled
in February and March 2009.
The distribution involved a complicated process – checking ID,
checking of eligibility (in case the students’ status and hence
their eligibility had been changed after the application approval
time), ensuring students were picking up the right model they
ordered, registering student and computer information (i.e., who
owns what), assisting students in verifying their computers and
parts were functioning, and finally ensuring the students proper
signing of the LLS agreement. It also involved flow control, incident
handling as well as security control. Manpower planning was therefore
important to the success of the distribution. Careful counter
check-out processes were repeatedly designed and amended to streamline
the distribution and rehearsals were held to evaluate their effectiveness.
Eventually, the optimum of counters and manpower were worked out.
It was found from the evaluation that 6 counters were required
and the average handling time per student was managed to streamline
to less than 3 minutes. Later the counter number was further reduced
to 4 as the counter operators became more experienced in the loan-out
process. Overall, the distribution was very smooth.
What do students want to know?
The followings are the most commonly asked questions from the
students that we compiled from enquiries, and from discussion
forums on the Internet:
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Am I eligible?
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Will I be charged?
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How long can the loan be?
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What is the configuration of each model?
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Which model is more suitable for me? Which
is more expensive? Or which one is better?
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Can I restore the system back to the initial
CityU’s image if I encounter a system problem?
There are lots of other questions, but most of the answers can
be found in the FAQ of the LLS
website under the homepage
of the Computing Services Centre (CSC).
The Maintenance Issues
All LLS notebook computers can enjoy the free on-campus warranty
service for 3 years. However, the maintenance service must be
carried out in the on-campus Lenovo Service Centre located outside
the CSC. The 3-year warranty covers the normal wear-and-tear of
all parts except a one-year warranty for the battery. The warranty
does not cover damages caused by misuse and carelessness. Students
are required to keep LLS computers in good order when they are
returned to the CityU upon graduation.
From the latest report of the Lenovo Service Centre, there were
about 100 maintenance cases during the first month. This relative
large number was usual and in fact expected as many of these cases
were usage related rather than hardware related problems. As reported
from the Lenovo Service Centre, some students intentionally removed
the printed CityU logo labels from the front cover of the notebook
computers. This has violated the LLS’s
Terms and Conditions and the students may be required to compensate
for the cost of the re-printed CityU logo labels upon returning
their LLS notebook computers.
With the introduction of the LLS, the current “Regulations on
IT Services and Facilities (5): Notebook Computer Loan Service”
under the “Policy on Use of Information Technology Services &
Facilities” were revised to incorporate the following:
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“Student Notebook Computer Long Term Loan Scheme
- Terms and Conditions” and “Student’s Confirmation and Undertaking”
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rename the existing Notebook Computer Loan
Service (NCLS) to “Student Notebook Computer Daily Loan Scheme
(DLS)”; and
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a condition that students joining the LLS are
not entitled to reserve another DLS notebook computer in advance.
To see the changes in full, please visit the “Policy
on Use of Information Technology Services & Facilities” available
from the e-Portal.
What are the challenges ahead?
There will be more and more challenges to come! Imagine the enormous
increase in the loading of the campus’ wireless networks and in
the maintenance and enquiry support – this is definitely not an
easy task! We shall try our best to overcome these challenges
as we move on.
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