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.

IMPORTANT CHANGES DUE TO COVID-19

The pandemic has caused electronic component shortages and this creates many issues with supply chain management. Fulfilling computer orders for the first half of 2021 has been a challenge and it will continue well into 2022. Be prepared to see long back orders for computer and accessory hardware. The items you choose may be switched to an alternate like-for-like product when feasible. Priority will be given to order requests for newly hired employees, but also be aware that your order may not be fulfilled by the hire date. We have a small quantity of older laptops to use as temporary loaners while we wait for order fulfillment. These loaner computers are not meant for long-term use. If you are planning to replace some older computers in FY22, please consider delaying your replacement order requests until the supply chain returns to a more normal status. (7/9/21)

Due to campus COVID-19 protocols, the support center in lower level Carnegie Hall is not open for walk-in assistance for faculty and staff. If you have a computer repair issue or need to pick up a new computer, a campus tech will schedule an appointment to meet with you in Carnegie.

Per HR’s telecommuting guidelines, the University will not duplicate computer equipment between the campus work location and the alternate work location. Additional information is available in the University Policy Library at https://www.drake.edu/policy/category/hr/telecommutingpolicy/.

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 life cycle 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 How to Place Orders below).

2. Life Cycle Replacement

ITS recommends a 4-year life cycle 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 Fiscal Year Deadlines below).

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 life cycles 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.

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 Human Resource'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 Elissa Johnson or Alicia Mann.

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 9/15/2021 (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 G8 Laptop

Mac Options:

  • Apple Mac Mini M1 Desktop
  • Apple MacBook Air 13" Laptop - M1 Proc.
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Details

Article ID: 28289
Created
Tue 3/28/17 3:14 PM
Modified
Tue 10/5/21 9:34 AM