A GOVERNMENT TECHNOLOGY THOUGHT LEADERSHIP PAPER

A Smarter Device Refresh Strategy for Government

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Less than a third of U.S. workers feel engaged in the workplace.¹

One aspect that may contribute to that low number is the way organizations manage IT devices. Too many agencies are still locked into a reactive IT management style that provisions devices by job title, replaces them on fixed schedules and troubleshoots only after failures occur.

Facing Unique Challenges

Today’s fluid work environments strain IT management budgets that were created for simpler times, and traditional procurement approaches compound the problem. Many organizations use good-better-best strategies in which devices are categorized into tiers and assigned based on job titles.

In such situations, an executive-level employee receives the top-tier laptop regardless of need. Meanwhile, a field worker gets a standard device that may not match mobility requirements. That means expensive equipment is often underutilized, while those who need it most struggle with underpowered devices.

The mismatch forces IT into a reactive posture where device replacements are made depending on what equipment is immediately available rather than what would be the best fit.

Even worse, this ineffective strategy locks agencies into arbitrary replacement schedules based on device age rather than actual performance. Perfectly functional devices are often cycled out prematurely, hurting budget and sustainability goals.

Breaking the reactive cycle starts with asking better questions. Instead of provisioning by title or age, IT leaders need visibility into what devices are deployed, who is using them, where and how they’re used, and how performance can be improved. Together, these questions replace assumptions and set the stage for performance‑based refresh strategies powered by telemetry data and AI-driven insights.

Shifting Tech Environments

Traditional device management relied on answering binary questions. Is it working or broken? Does it need to be replaced? Understanding device performance now requires looking at multiple data points simultaneously.

With an AI-powered workstation, agencies can tap into this information with a new perspective.

“Many of us have been to a rock concert and seen the sound engineer with a big mixer board full of dials,” says Todd Gustafson, president of HP Federal LLC. “People know the best experience comes from adjusting multiple settings, not just turning volume and lights on or off. The same principle applies to managing technology through multiple telemetry points.”

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Those “dials” translate to specific performance metrics: everything from CPU, memory and disk utilization to battery health, network performance and crash history.

By analyzing actual device usage — applications, browser habits, mobility requirements and peripheral needs — AI identifies work patterns and matches devices to what team members need. This extends device lifecycles while ensuring the right equipment reaches employees who need it most.

Measurable Outcomes

These capabilities translate into tangible results. Instead of burning through devices due to unmatched demand, agencies can make the most of their investments. As a result, device lifecycles can extend from three or four years to five or six years.

Costs are saved on replacements, repairs, shipping and delays.

“At HP, shifting to a performance-based refresh instead of the standard three-year laptop, four-year desktop cycle lowered our refresh costs over 20%,” says Larry Meadows, senior product manager and platform evangelist for HP Workforce Experience Platform (WXP).

Beyond cost savings, operational benefits compound. Proactive issue resolution reduces support tickets while employees experience fewer disruptions. The data-driven approach improves procurement decisions, creating a continuous improvement loop.

Best Practices

1. Start small Launch a pilot with a single department rather than

enterprisewide deployment. A phased approach can reduce risks while demonstrating value to staff and stakeholders.

2. Establish baselines Measure device utilization, support tickets and refresh

costs. Track these over time to make decisions about continuing improvements.

3. Analyze and match Apply AI analysis to match devices based on established

work patterns and device requirements.

4. Measure ROI Track cost savings, lifecycle extensions and team

member satisfaction.

5. Scale strategically Build the business case for broader deployment

using pilot results. Target teams or departments that have previously struggled with device lifecycles.

6. Commit to continuous improvement Use ongoing data to refine matching and inform

future refresh decisions.

The Strategic Imperative

Government IT can no longer afford outdated device management.

Performance-based refresh strategies offer a clear path forward. By leveraging telemetry data and AI-driven insights through the right platform, agencies can see measurable improvements in cost reduction, sustainability and workforce productivity.

This information empowers agencies to make the best decisions for their unique needs and serves as a guide toward future success.

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Produced by Government Technology Government Technology is about solving problems in state and local government through the smart use of technology. Government Technology is a division of e.Republic, the nation’s only media and research company focused exclusively on state and local government and education.

www.govtech.com

This piece was written and produced by the Government Technology Content Studio, with information and input from HP Inc.

Sponsored by HP Inc. HP Inc. is a technology company that believes one thoughtful idea has the power to change the world. Its productand service portfolio of personal systems, printers, and 3D printing solutions helps bring these ideas to life.

www.hp.com/HPSolutions-StateandLocalGov

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1. https://www.gallup.com/workplace/654911/employee-engagement-sinks-year-low.aspx

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