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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.

Computer Purchasing Guidelines

ITS reviews multiple vendor products to find the best alignment with our campus needs as well as ensuring reliability, quality, and performance. 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 (both standard and non-standard configurations)
  • Laptop computers (both standard and non-standard configurations)
  • Accessories - purchased with a computer (monitors, docking stations, keyboards, etc.)
  • iPads
  • Adobe software (Creative Cloud license subscriptions)

Departments will place orders for:

  • All non-IT purchases
  • Non-standard IT accessories (USB hard drives, monitor stands, etc.)
  • 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. Funding in FY17

ITS received a one-time budget allocation to replace older staff computers. This allocation will help us build a reliable inventory and streamline ongoing computer deployment. Departments are responsible for funding computer equipment for new employees and for additional non-primary computers or non-standard accessories.

3. Funding in FY18

ITS will not receive a special budget allocation to fund the replacement of outdated staff computers. In FY18, departments will be responsible for funding the replacement of older staff computers and computers for new employees. New faculty computers and faculty computer replacement will continue to be funded by the Provost Office.

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 signature.
  2. Submit a service request through the IT Service Portal: Computer Purchase Request
  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 usually ships within 1-2 weeks. Once all products arrive on campus, allow up to 3 weeks for installation. It’s very important to include 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 abroad). ITS maintains a limited inventory of spare computers for emergency repair situations.

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 should not be submitted after May 31.

  1. If product is received on campus in June 2017, it will be expensed in FY17.
  2. If product is received on campus in July 2017, it will be expensed in FY18.

7.    Printers

We have a managed print contract with LRI. If you need to purchase a new device, contact Caron Findlay, Director, Purchasing and Business Services.

Questions?

  • Technical Questions—Call the ITS Support Center at 271-3001 or contact your dedicated campus technician.
  • ITS Purchasing Questions—Contact Monita Jackson at 271-3918 or monita.jackson@drake.edu.
  • Non-technology Purchasing Questions—We recommend you contact your department’s budget manager or Caron Findlay, Director, Purchasing and Business Services.

Standard Computer Models

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

Current pricing as of 11/2/17

HP DESKTOP Mfg. Part CDWG Part Price
HP EliteDesk 800 G3 – Core i5
7500T 2.7GHz – 8GB – 256GB SSD
1FY84UT#ABA 4462375 $752.56
HP ProDisplay P240va - LED monitor - 23.8" N3H14A8#ABA 4137124 $127.07
HP Next Business Day On-Site Coverage 4-Year U7897E 573011 $46.13
CDW Asset Tag Install ASSETTAGW/OINSTALL 338519 $5.00
    TOTAL $930.76
HP LAPTOP Mfg. Part CDWG Part Price
HP 13.3" EliteBook x360 1030 G2 – Core i5
7200U 2.5 GHz – 8GB RAM – 256GB SSD
1NM62U8#ABA 4769977 $832.49
HP Elite 90W Thunderbolt 3 Docking Station 1DT93AA#ABA 4469790 $201.12
HP ProDisplay P240va - LED monitor - 23.8" N3H14A8#ABA 4137124 $127.07
Logitech Wireless Keyboard & Mouse 920-002836 2166008 $21.99
CDW Asset Tag Install ASSETTAGW/OINSTALL 338519 $5.00
    TOTAL $1,187.67
HP 27" MONITOR Mfg. Part CDWG Part Price
HP 27" LED Monitor V273a - Full HD (1080p) 1EQ82A8#ABA 4666623 $170.64
APPLE MAC MINI DESKTOP Mfg. Part CDWG Part Price
Apple Mac Mini - 2.6GHz i5 Proc, 8GB RAM, 256GB HDD Z0R7-2102812686 4717518 $857.00
HP ProDisplay P240va - LED monitor - 23.8" N3H14A8#ABA 4137124 $127.07
Macally MKEYX USB Keyboard - wired MKEYX 4365361 $27.58
Microsoft Basic Optical Mouse for Business - wired 4YH-00006 2518434 $9.58
C2G 6 ft Mini DisplayPort to DisplayPort Adapter Cable M/M 54301 3651494 $7.80
CDW Asset Tag Install ASSETTAGW/OINSTALL 338519 $5.00
    TOTAL $1,034.03
APPLE 13" MACBOOK PRO LAPTOP Mfg. Part CDWG Part Price
Apple 13" MacBook Pro - 2.3GHz i5 Proc, 8GB RAM, 256GB SSD MPXU2LL/A 4648180 $1,440.00
HP ProDisplay P240va - LED monitor - 23.8" N3H14A8#ABA 4137124 $127.07
Tripp Lite USB-C to HDMI Multiport Adapter Converter Hub U444-06N-HGU-C 4302254 $52.59
Tripp Lite 6ft High Speed HDMI Shielded Cable P568-006-WH 3507643 $6.09
CDW Asset Tag Install ASSETTAGW/OINSTALL 338519 $5.00
    TOTAL $1,630.75
APPLE IPAD Mfg. Part CDWG Part Price
Apple iPad 9.7-inch Wi-Fi 32GB - Space Gray MP2F2LL/A 4536377 $299.00

Details

Article ID: 28289
Created
Tue 3/28/17 3:14 PM
Modified
Tue 11/21/17 3:14 PM