Computer Equipment Purchase Request Process

Use 'Request Service' or explore 'Related Services' for further assistance.
 

This article outlines how requests of new university computer equipment purchases moves from initial request, approval, and then procurement.

Stage 1: Submit Computer Equipment Request Form
Stage 2: Reviews and Approvals
Stage 3: Complete Purchase

Stage 1: Submit Computer Equipment Purchase Request Form

Completed by Requester

The computer equipment purchase is initiated by completing the Computer Equipment Purchase Request Form. All orders will be reviewed by your designated IT support team to make sure it fits your department’s needs and our support model.

The Computer Equipment Purchase Request options are:

• Select Express Buy to purchase computer equipment from inventory that is in stock. View more about Express Buy devices. 
• Select Other to purchase computer equipment not listed in the Express Buy page. 
• Select I don't know to let your IT support team will work with you to assess your technology needs and the best computer equipment purchase option.  

Notifications

Once the Computer Equipment Request Form has been submitted, notifications are sent to the following: 

• System notification is sent to the Requester with the details of their ticket. 
• An MSU IT Workflow Assignment Notification is sent to the IT Support Team for review and approval. 

Stage 2: Reviews and Approvals

IT Support Team Review

• Consultations:
  • If the Requester requests a consultation before decision is made, the IT support team will reach out to discuss as needed with the requesting party.
  • Once a decision is made, note the recommendation in the ticket comments. Then select from Approval or Reject options. 
• Edit the ticket to complete the Purchase Cost field and attach quote if needed. 
• Approval options are;
  • Express Buy - No quote required. Device specifications can be found here: Article - Express Buy Computer Equipment Specifications.
  • Dell Premiere Standard (not in Express Buy) - Attach quote to ticket. These are also pre-approved standard devices, but are not available in Express Buy. 
  • Apple Standard - Attach quote to ticket.  TBD
  • Custom - Attach quote to ticket. Custom includes any computer equipment that is not listed as an Express Buy or Dell Premiere Standard configuration. The CIO will review all Custom computer equipment requests. 

Notifications

Once the IT Support Team Review is complete, Email notifications are sent to the following: 

• System notification is sent to the Requester if a Consultation comment is made to the ticket. 
• An MSU IT Workflow Assignment Notification is sent to the CIO for review and approval of Custom computer equipment.
• An MSU IT Workflow Assignment Notification is sent to the Budget Approver for Express Buy or Standard computer equipment.

CIO Review

• CIO will review any Custom computer equipment requests. Express Budget Buy and standard device configurations are pre-approved by the CIO, therefore will go straight to the budget approval step. 

Notifications

Once the CIO Review is complete, Email notifications are sent to the following: 

• If CIO Approved the purchase of the Custom computer equipment, an MSU IT Workflow Assignment Notification is sent to the Budget Approver.
• If CIO Rejected the purchase of the Custom computer equipment, an MSU IT Workflow Assignment Notification is sent to the IT Support Team and the Requester. The IT Support Team can then re-evaluate the request and re-submit through the workflow with additional information or new recommendations.

Budget Approval

• The FOAP to charge the computer equipment order and the Budget Approver's name must be included in the initial purchase request. The budget approver must confirm they approve the charges for the computer equipment purchase to the FOAP. 

Notifications

Once the Budget Approval is complete, Email notifications are sent to the following: 

• An MSU IT Workflow Assignment Notification is sent to the IT Support Team to process the order.
• A system notification is sent to the Requester to inform that their Purchase Request has been Approved and will be processed soon. 

Stage 3: Purchase and Delivery

Computer equipment charges are processed monthly via budget transfer to the approved FOAP. 

Express Buy

• Express Buy purchases are fulfilled by in-stock inventory which can be set up and delivered quickly. 
• A ticket will be created to schedule the setup and delivery of your new device. 
• Your computer equipment costs will be charged to the approved budget via monthly budget transfer.

All other purchases

• If the purchase is not fulfilled by Express Buy, then a requisition will be entered, charging the central hardware acquisition budget.
  • The Computer Equipment Purchase Request ticket number will be included in the general Requisition comments field. 
  • The Quote included with the Computer Equipment Purchase Request Ticket will be attached to the Requisition. 
• Your computer equipment costs will then be charged to the approved FOAP via monthly budget transfer.
• Once your device arrives, a ticket will be created to schedule the setup and delivery of your new device. 

Notifications

Once the purchase process is complete, Email notifications are sent to the following: 

• An IT Service Ticket will be created and Email notification sent to the Requester to schedule the setup and delivery of the new computer equipment.