1. Being effective and efficient for the sake of the student experience
A partnership between Orientation and OIT

2. Problem #1 – Time to replace our orientation laptops for student registration
It had been almost 4 years since the last refresh. It was time to explore our options
Laptops, even with 9 cell battery, only lasted 4 hours
Windows Updates
Had to power them on each month and spend many hours updating
Had to use ethernet due to large updates
Connectivity–Users had to sign in and sign out
Bulky – Weighing nearly 7lbs. with 9cell battery
It’s Windows –so start times were very long (3-5 minutes)
Expensive to replace if stolen
Had to provision each machine if changes were needed
All we needed was the CU portal

3. Problem #2 – Orientation progamatic limitations due to laptop functionality
In 2018 UCCS orientation welcomed 4,431 new students. With limited computer lab space available to assist students registering for classes, the orientation staff often converts traditional classroom space into computer labs using laptops. Our current laptops would impact our group in the following ways:
Older laptops had limited battery life and would not last the entire orientation day. 
Challenging to transport 60 heavy laptops across campus for each orientation.
Challenging to maintain monthly updates on all machines in a timely manner.
Updates alone cost Orientation $2200 a year for student staffing.
Class registration process quickly became frustrating to new students and staff due to laptop challenges.
Poor Laptop functionality would impact Orientation Check-in experiences.

4. The Typical Cart Approach – Previous Model
Laptops age, typical lifespan is 3 years
Carts held 30 laptops, and as the campus has been growing at a rate of 4-6% a semester for the past 8 years, the entire laptop cart solution was not sustainable.
Either refresh 30 laptops and purchase 90 more or come up with another solution.
Specs: i7, 4GB RAM, discrete graphics, 15.6” non-touch screen, 9 cell battery.
Cost to refresh: ~$1500 each

5. Ideal Solution - Chromebooks
Kiosk type logons
Secure storage
Mobile/lightweight
Ability to provision machines for different purposes
Simple to use
Simple to update
Less Expensive
Minimal power requirements
Longer battery life
This points to a number of technical solutions, however, the one that meets all requirements is Chromebooks with Chrome Enterprise.

6. How did we build it? Look to what K-12 schools use as a use case
HP Chromebooks
Cost – Touch: $ Non-touch: $ Accidental damage/support warranty: $67.64 Chrome Management License: 23.94
Total: ~$340

7. The test case - Orientation
20 second boot to student portal login
Nearly 20 hours of battery life
OS updates happen in the background
Kiosk mode allows a student to ensure their data is secure
Lightweight and portable
Inexpensive so we don’t have to worry if machine is stolen/lost
130 devices needed on certain days
Expanded utilization to include: orientation check-in, class registration, and now Student Life engagement portal

8. Quick Comparison Windows Laptops Chromebooks Time to power on
~4 minutes
~20 seconds
Weight
~7lbs
~3.4lbs
Management overhead
20hour 1 time setup + ~10 hours/month 
10 minutes 1 time – no ongoing maintenance
Student privacy
Students needed to remember to login/logout
Students just have to press "Exit Session"
Cost
$1500/each - $195,000 
$2200/year - Update staffing by orientation office
$340/each - $44,000
-No update staffing by orientation office
Staff Experience
Heavy to carry, many updates, poor functionality, limited battery life, unrealiable. 
Easy to carry, minimal maintence, battery life last the entire day, realiable due to simplicity. 
Student Experience
Clunky, delays in orientation check-in, and interference in registering for classes.
Efficient Check-in process, and smooth registration process.

9. Old Laptops vs. New Chromebook
Large
Limited Battery life
Limited functionality
Monthly updates required by Orientation Staff
Chromebook
- Easier to transport
-Full day battery life
-Simplicity for ease of use
No Monthly updates required by Orientation staff

10. Comments on the collaboration
This was a joint effort.  Both OIT and Orientation needed something better for our students.  This was something that hadn’t been done before. Both sides had to trust it would work.  It did. -Greg Williams.
When sharing our challenges with OIT, their approach was refreshing. They investigated many possibilities and solutions and genuinely cared about the user and staff experience. Their ability to ask insightful questions to identify our goals and expand the use of the laptops has been crucial to the success of this initiative. - Nick Lockwood

11. Chromebook Log-in Page
UCCS Resource Tab available for quick access during advising sessions
Chromebook automatically opens to the portal log-in page
Exit Session Button refreshes the session for a new user
Extended Battery life allows chromebooks to be used throughout the full orientation

12. Portal Log-in station during Orientation Check-in
Office of Information Technology Staff is on hand to reset forgotten passwords to enhance efficiency and reduce barriers to student registration
60 Chromebooks allow utilization at various checkpoints during orientation including: Portal Log-in, Student Life engagement platform log-in, and Academic Advising rooms.

13. This was just the beginning…
OIT has now deployed the same technology in several other departments across campus
Annual Chemistry testing
Emergency Management
Student life
Disability services
Internally within OIT