IT Tips: Hardware

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New PC purchases typically include a one or three-year warranty plus an additional fee for on-site maintenance. If you have one or more dealership staff capable of performing rudimentary PC troubleshooting, compare the cost of purchasing one or more spare PCs to the annual cost for on-site support for all dealership PCs. A spare PC combined with a strong dealership data backup policy will ensure minimal downtime if a PC fails. Similar comparisons should be conducted for terminals, printers, and other types of PC peripheral devices.

When purchasing PCs in quantity consider the value of the standard PC warranty. Most come with a one- to three-year warranty that allows you to mail in your PC for repairs or you can purchase an extra service agreement that allows for quick onsite service. However, it might be beneficial to forgo the extra service coverage and stock an extra PC to temporarily replace units mailed in for repair. Similar benefits could be realized by stocking spares for the standard printers and terminals in the dealership.

Every January, check all dealership departments for unused printers, terminals, and PCs. Look in closets, below counters, and under desks.

PCs older than any of the Pentium-class models (including 286, 386, or 486 processor-equipped PCs) cannot be used effectively with today’s software. The same is true for dot matrix printers (the ones with a ribbon) when used with a PC. Most PCs will run the common office applications (word processing and spreadsheets,) connect to the Internet, and send and receive email. In addition, PCs have replaced the green-screen terminals used with most Dealership Management Systems (DMS.) While older PCs may be able to do some or all of these DMS functions, they cannot do it with the latest computer programs for dealership applications. For example, the latest Internet browsers are needed when connecting to Internet Web sites that require a password or other form of security to access the Web site.

Consider donating old PCs and printers to community schools, churches, or other charitable organizations. You can use this as a tax write-off, but even more important, you will foster goodwill within your community.

You can sell your outdated PCs and printers. Consult your local yellow pages under "Computers-Used". Be sure to take the necessary precautions to ensure all sensitive data is removed from the computer hard drive.

Getting all the PCs in the dealership to run the same Operating System (i.e. Windows XP or 2000) and the same office software will make it easier for employee training and for technical support of the applications. Even if you bought the computer from your DMS vendor, there is usually a way to upgrade it without compromising their support.

During a multi-year lease agreement for dealership IT equipment and computer applications, you may add or replace terminals, printers, and PCs. If it is economically possible, specify that the new equipment’s lease termination date end at the same time as the initial lease.

Semiannually, audit one month’s invoices for all dealership IT equipment, applications, and services. If there are charges you don’t understand, request a prompt, written explanation from your vendor. If you discover that obsolete equipment or software is still under maintenance, check to see if the contract allows you to cancel the maintenance.