Computer Purchasing Guidelines and Standard Computer Models (FAQ)

In fiscal year 2017, ITS made changes to the process for purchasing computers. The following guidelines cover the responsibilities of purchasing and funding. Each individual department is responsible for funding the purchase of staff or lab computers. The Provost Office is responsible for funding the purchase of most faculty computers, with some exceptions.

TEMPORARY CHANGES DUE TO COVID-19

In order to comply with campus social distancing requirements, the support center in lower level Carnegie Hall is open by appointment only. The support center is closed for walk-in assistance until further notice. Due to this change, we are doing contactless computer deployments by scheduled appointment. A campus tech will provide setup instructions when the computer pick up appointment is scheduled. (8/12/20)

As a result of current budgetary constraints due to COVID-19, requests to purchase duplicate computer accessories for a home office setup will not be approved. This applies to monitors, docking stations, external keyboards and computer mice. The budgetary restriction will be in effect until further notice. (6/22/20)

Computer Purchasing Guidelines

ITS evaluates multiple vendor products to find the best options that align with our campus needs. We may choose business models over cheaper consumer models to ensure the technology performs well and meets our lifecycle longevity requirements. Our goal is to maintain an accurate asset inventory list by centralizing the computer purchasing and receiving process.

ITS will place orders for:

  • Desktop computers and accessories (both standard and non-standard configurations)
  • Laptop computers and accessories (both standard and non-standard configurations)
  • iPads - must purchase from our CDWG or Apple business accounts so devices are auto-enrolled in Apple's device management system
  • Adobe software

Departments will place orders for:

  • All non-IT purchases
  • Computer accessories (hard drives, keyboards, monitor stands, etc.) - anything that was not included with the original computer order
  • Software and renewals – anything that is used specifically by the department and not already covered by a campus-wide agreement managed by ITS

1. Computer Options

Our standard computer bundles are listed at the end of this article. We have options for both Windows and Mac in a desktop or laptop format. All standard models are tested by ITS to ensure they meet our technical requirements. Requests for non-standard computers are considered an exception and will require approval from your budget manager and ITS. Please consult with an ITS technician who will gather your requirements and will contact our preferred vendors for a quote (see #4).

2. Lifecycle Replacement

ITS recommends a 4-year lifecycle for computers to ensure proper function and productivity. It is highly recommended to replace computers on this schedule. You can help ITS maintain a detailed computer asset inventory by following this centralized purchasing process. Questions about the age of computers in your department can be directed to the Campus Relations team. Call the Support Center at 271-3001 and ask for a campus technician. Do not wait until the end of the fiscal year to order computer replacements (see #6).

Software Transfer - If you have specialized software installed on the old computer that needs transferred to the new computer, add a note in the description field of the service request ticket. The campus technician will need to know the name of the software, version, and license code (if available).

3. Funding

ITS does not receive a special budget allocation to fund the replacement of computers. Departments will be responsible for funding the replacement of older staff computers and new staff computers. New faculty computers and faculty computer replacements will be funded by the Provost Office in accordance with standard bundle pricing. We recommend that departments keep track of their computer inventory lifecycles so that funding can be allocated to their budget plans each year.

4. How to Place Orders

If you are ordering standard computer models, refer to the product list below when completing the computer order form. If you are ordering non-standard computer equipment, the first step is getting a custom quote by submitting a Computer/Accessory Quote Request. The campus technicians will work with our preferred vendors to obtain a quote. Then the custom quote should be submitted along with the computer order form.

  1. Fill out the computer order form that is available on the Computer Purchase Request page. The form requires a FOAPAL number and your budget manager's approval. It is important to show approval by a person with budget authority because the form is attached to the invoice for Accounting.
  2. Submit a service request through the IT Service Portal: Computer Purchase Request. Create one request per each individual computer user.
  3. ITS will order the equipment and complete pre-installation configuration.
  4. Once the configuration is complete, a campus technician will schedule installation with the employee.

5. Ordering Timelines

Order fulfillment times vary by vendor. Standard computer equipment typically ships within 1-2 weeks. Once your complete order arrives on campus, please allow up to 3 additional weeks for installation. It is important to provide a “need by date” on the computer order form when ordering for a new employee or for special circumstances (e.g. employee needs a computer before traveling).

ITS maintains a limited inventory of loaner laptops for emergency repair situations only. We do not keep an inventory of new computers on hand, therefore it is especially critical that orders for newly hired employees are submitted several weeks in advance of the employee’s start date.

6. Fiscal Year-end Deadlines

Purchasing computer equipment near the end of the fiscal year will be limited to allow time for receipt of product and settlement of invoices. New computer order requests need to be submitted no later than April 15.

  1. If product is received on campus in June 2021, it will be expensed in FY21.
  2. If product is received on campus in July 2021, it will be expensed in FY22.

Do not wait until May or June to order computers. We can not guarantee that hardware will be shipped from the vendor in a timely manner. It is common for computer equipment to be back ordered during this time of year. Back orders are unpredictable and can delay shipments by three to four weeks or more.

PLEASE READ (4/1/21): Many suppliers are experiencing hardware shortages for computers and related electronic accessories. There is a serious slowdown in the overseas pipeline causing back orders that could last around 4-8 weeks. After April 15, 2021, the only new computer requests we will accept are for newly hired employees or for emergency repairs. This is a temporary change to our guidelines to ensure your orders can be received and expensed by June 30 to meet Accounting's FY21 purchasing rules.

7. Computer Transfer or Decommission

Your communication with ITS about computer changes will help us maintain an accurate computer asset inventory. If you have a computer that will be re-issued to a different employee, submit a service request for Computer Move/Installation.  A computer must meet minimum specifications to be re-purposed. Allow up to two weeks for the deployment. If you have computers that are no longer in use, submit a service request for Computer/Accessory Decommissioning. Additional information is available in the Required Return of Drake-Owned Technology Policy listed on the ITS website.

8. Printers

We have a printer lease contract with LRI. If you have questions about adding a new printer in your area, please consult with ITS. We may have access to spare equipment that is no longer being used due to office moves. Drake will not provide reimbursement for purchases of personal desktop printers for home office use. Per HR's telecommuting guidelines, the University will not duplicate equipment resources between the campus work location and the alternate work location.

Questions?

  • Technical Questions — Call the ITS Support Center at 271-3001.
  • ITS Purchasing Questions —Contact Alicia Mann at 271-2325 or alicia.mann@drake.edu.

Standard Computer Models

ITS reviews vendor pricing on a regular basis. This list will change periodically due to price or part number updates.

NOTE: Occasionally people replace an old computer, but choose to keep an existing monitor or keyboard. The new computer options may not use the same cabling connections that are compatible with older monitors. Before you submit a computer purchase request, please talk to an ITS technician to review which parts are required to make a new computer work with older peripheral hardware. Additional adapters may be required.

Current models as of 3/29/2021 (Current price list is linked in the Attachments section to the right.)

Windows/PC Options:

  • HP EliteDesk 800 G6 Mini Desktop
  • HP EliteBook x360 1030 G7 Laptop

Mac Options:

  • Apple Mac Mini Desktop
  • Apple MacBook Air 13.3" Laptop - M1 Proc.
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Details

Article ID: 28289
Created
Tue 3/28/17 3:14 PM
Modified
Fri 4/2/21 1:26 PM