Coordinated IT at MMK

Project Steps 

(Note: The information below may be updated during the project)

Inventory of MMK’s Current IT 

KI’s IT Department (ITA) has been provided with documentation on MMK’s existing IT infrastructure.

Selection of Pilot Users at MMK 

ITA requests that approximately 8-10 users from our organization test using Coordinated IT computers in their regular environment for a period to ensure everything functions satisfactorily. Eleven employees have been identified and asked to be pilots; these individuals are diverse in terms of location, type of computer user, group affiliation, etc.

Implementation

Once feedback from the pilot users has been received by ITA and any issues have been addressed, it will be time to proceed with the computer replacements. Estimated start is at the end of March/beginning of April 2025.

Questions

1. New computer or not?

Most employees at MMK will need to replace their computer with a new one. Based on the inventory, it has been assessed whether your computer can be updated or if you need to rent/buy a new one. The age of the computer is the determining factor. If your computer is older than five years, you must replace it for security and operational reasons. Each employee will receive an email when it is time to pick up the new computer. The email will contain personal instructions and a description on how to prepare your old computer. You need to ensure that any local files on your old computer are saved to the shared server or the cloud. Your new computer will match your old one in terms of being a PC or Mac.

You will then pick up the new computer at Campus Solna, Admin Building, Nobels väg 5. You will keep your old computer in parallel for a transition period of about two weeks to ensure that the new computer works optimally. After that, you will hand over the old computer to Jan-Erik Kaarre at MMK’s administration L1:00 for disposal.

2. What does migration mean and how does it work practically?

1. You will be contacted via email from ITA when it is time for the reinstallation/migration of the computer. 
2. Ensure that your local files are moved to the server or the cloud. 
3. Your computer will be pre-installed with most of what you need. 
4. A guide for completing the installation will be provided at pickup.

3. Will it look the same on the new computer? 

Will I recognize it? Yes, but you may need to adjust it if you have made personal settings, such as browser favorites and text size settings in certain programs. You will get help if needed.

4. How long does it take to get started with my new computer?

 You will follow an installation guide that takes about 1 hour.

5. Where can I get support? 

ITA offers several support channels on weekdays between 8 AM and 5 PM. You can reach the Helpdesk via:

• KI Self Service (selfservice.ki.se)
• By phone at 08-524 82 222, which will place the case where it belongs.
• Visit a service desk:
  • Admin Building, Nobels väg 5, opening hours: 9 AM - 12 PM, Monday-Friday
  • Biomedicum, Solnavägen 9, opening hours: 1 PM - 4 PM, Monday-Friday

6. Can I keep my personal computer accessories?

Yes, you can keep your wireless keyboard, webcam, headphones, and wireless mouse. They will work with your new computer as well.

7. Can I keep my old computer? 

You can keep your old computer for a transition period of two weeks to ensure everything works optimally. Thereafter, you will hand over the old computer to Jan-Erik Kaarre at MMK’s administration L1:00. He will ensure that any licenses are terminated, the inventory register is updated, and the computer is disposed of.

8. What is included in Coordinated IT? 

• Standardized client-related IT services, such as computers, support, and security solutions. 
• Backup, local storage, and local servers are gradually migrated to ITA.

9. What is not included in Coordinated IT? 

• Special systems and self-developed solutions, such as lab and instrument computers, are still managed by the department. 
• Some exceptions have been made for the storage of large amounts of data, which will continue to be stored on the server in L1:00.

10. Why rent a computer instead of buying one? 

Using rented computers instead of buying your own solves several problems:

• Responsibility is clear – KI is responsible for security and incident management.
• GDPR and data protection are ensured through central management.
• Lifecycle management is efficient – older computers are regularly replaced, minimizing security risks.
• More stable operation and faster support.

11. Why do I need to replace my computer? 

If your computer is older than five years, you must replace it for security and operational reasons:

• Older computers may lack security updates which increase the risk of cyber attacks.
• Incident management becomes more difficult if insecure computers are in the network. 
• New software requires modern hardware.
• Old computers are more expensive to maintain and more unstable.

12. How is my new computer financed? 

Just as today, computers are financed by the respective research group.

13. What will happen to MMK’s IT support? 

We will continue to have local IT staffing for handling lab and instrument computers, purchasing peripherals such as monitors and accessories, and providing support in lecture halls during events and dissertations. The responsibility for telephony will remain with MMK’s IT, and during a transition period, we will also need to manage some data storage.

14. What is VDI and how does it work?

VDI is a virtual client you can access from any computer for those with needs that a standard physical computer client does not fulfil. VDI is:

• an option for those who need to access KI's internal environment occasionally, but not so often that it justifies the cost of a physical client
• a service for researchers who need high computational power to perform extensive calculations
• a service which is subscribed monthly, so you can adapt the time you use VDI to your actual needs

Why Coordinated IT?

The Karolinska Institutet Board has decided to centralize IT at KI. This decision was made to gain a better overview of KI’s IT investments, thereby benefiting from coordination efficiencies and meeting the increasing demands for IT security due to rising threat levels. Gradually, KI’s departments have been integrated into Coordinated IT, and in the spring of 2025, it will be MMK’s turn.

Coordinated IT is managed by the central IT department on behalf of KI’s leadership and is tasked with ensuring that all departments at KI have a secure and modern IT environment through the centralization and coordination of client-related IT services.

The digital environment at Karolinska Institutet is crucial for research, education, and support activities. The mission of Coordinated IT is to:

• Protect KI against cyber threats through unified security solutions and rapid incident management.
• Optimize resources and costs through a centralized IT structure.
• Ensure compliance with laws and regulations (GDPR, NIS2, KI’s security guidelines).
• Enable a robust IT strategy that supports research and education in the long term.