Computer Equipment Purchase Request Process

This article outlines how the purchase of university computer equipment moves from initial request, approval, and then procurement.

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

How to View Your Pending Approvals

• Select the direct link in the Workflow Approval Assignment email.
• Go to the Computer Equipment card in My Missouri State. Click on the View My Technology Approvals link.
• If you have access to TDNext, go to My Work, and select My Approvals in the left menu. 

Approvers can view request details in the Workflow Approval Assignment email or by clicking the "Computer Equipment Purchase Request" link at the top of this page. 

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IT Support Team Review

To complete the IT Support Team Review and Approval steps:

1. If Consultation is needed, connect with the requester to recommend the appropriate hardware purchase. Once a decision is made, note the recommendation in the ticket comments. Then select from Approval or Reject options. 
2. If you approve this as an Express Buy, click that Approval button. 
3. If you approve as Other standard device purchase, Edit the ticket to complete the Total Cost field, then attach the Quote. Then click the Other Approval button. 
4. If Custom computer equipment is recommended, Edit the ticket to complete the Total Cost field, then attach the Quote. Click the Custom Approval button.
5. A comment can be included as part of any Approval or Reject step. 

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.

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CIO Review

To complete the CIO Review and Approval steps:

1. Review the requested Custom computer equipment and Purpose. 
2. Click Approve to approve this purchase. A comment can be included as part of this step. 
3. Click Reject to reject the purchase. A comment can be included as part of this step. The request will be routed back to the IT support team for further consultation and recommendations.  

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.

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Budget Approval

To complete the Budget Approver Review and Approval steps:

1. Review FOAP and Total Cost Amount.
2. Click Approve to approve this charge to the FOAP. A comment can be included as part of this step. 
3. Click Reject to reject the charge. A comment can be included as part of this step. If purchase is Rejected, the ticket will route back to the IT support team to provide additional consultation and recommendations. 

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.