Departmental Computer/Printer Purchase
Procurement Procedure
Each academic year the Committee on Institutional Technology Strategy (CITS), standardizes on both Mac/PC desktops, laptops and tablet models that become the preferred choices for the campus to use. A combination of processor speed, memory, hard drive size and speed, size, weight as well as price are factored into the selection. In general, we choose hardware requirements with a 4 year life cycle in mind. Once these models are selected, CITS staff review them for functionality with various campus software and configuration tools.
On a quarterly basis, Purchasing will solicit quotes through the IT Umbrella Based Contract process. Each quarter, the new winning vendor information (vendor name and contract reference #) will be posted to the website.
Standard Computer Configurations
Below are quotes which must be used by departments and attached to a requisition which then can be applied to a purchase order.
PC Desktop
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PC Laptop
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PC Laptop/Tablet Hybrid
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Monitor
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Custom Configurations
Sometimes the campus configurations might not meet the needs of specific programs. Applications and scenarios that require a higher configuration, such as AutoCAD, intense data analysis and video/graphic editing software, generally warrant higher end processors and graphics cards. In other situations, more drive space, memory, or a larger screen might be needed. In these cases, a custom quote needs to be requested and generated by one of the Information Technology staff.
This can be accomplished by filling out the Custom Computer/Printer Hardware Request form and consulting with the School Tech assigned to your area.
The above method can also be used to request non-standard printers, monitors, and tablets.
Purchasing Process
- In consultation with the School Tech or IT, select the appropriate computer.
- These are State Contracted purchases. No further quotes are required regardless of price.
- Determine and document appropriate account funding the purchase.
- The department enters the PO in the Procurement System.
- The School Tech must be consulted in the purchasing process and the department must retain evidence of their review and approval for technology purchases.
- The Umbrella contract # must be referenced.
- The SHIP TO name should be the Requisitioner/Department.
- Purchasing will email a copy of the Purchase Order to the Helpdesk.
- The subject line will indicate the PO and the Requisitioner.
- When the Helpdesk receives the email/ticket with the PO:
- The item will be entered into the spreadsheet.
- Assign the ticket to the appropriate Tech.
- Receipt and Delivery
- Desktop computers will be delivered to the Department/Requisitioner.
- Upon receipt, the department will contact their assigned Tech to notify them that the computer has arrived.
- Laptop computers will be delivered to the Helpdesk. The Helpdesk is responsible for:
- Updating the spreadsheet that the laptop has been received.
- Notifying the Tech that the Laptop has been received. The Tech will notify the Requisitioner that they have the laptop.
- Desktop computers will be delivered to the Department/Requisitioner.
- The Tech will:
- Confirm the PO number and enter remaining information into the spreadsheet
- Configure and install computer/laptop/Mac.
- Contact Physical Plant to have laptop(s) tagged.
- Close Helpdesk ticket and update spreadsheet that the installation is complete and delivered.
- The Requisitioner will:
- Mark the invoice "OK to pay" when the equipment is received by your Tech.
- Indicate the date the item was received.
- Indicate the applicable requisition or PO#.
- Sign and date.
- Send to AP for processing.
- Mark the invoice "OK to pay" when the equipment is received by your Tech.