Apple Departmental Computer/Printer Purchase

Procurement Procedure

Each academic year the Committee on Institutional Technology Strategy (CITS), standardizes on both Mac/PC desktops, laptops and tablet models that become the preferred choices for the campus to use. A combination of processor speed, memory, hard drive size and speed, size, weight as well as price are factored into the selection. In general, we choose hardware requirements with a 4 year life cycle in mind. Once these models are selected, CITS staff review them for functionality with various campus software and configuration tools.

Standard Computer Configurations

Below are the recommended standard configurations to be used by departments when creating a requisition. Your School Tech or IT Representative will provide you with an official proposal that must be referenced.

Note: These procedures do not apply to any purchase that is considered a "bulk" purchase such as a lab or fully outfitted cart. Please contact your School Tech or the Purchasing Department for advisement.

Purchasing Process

• In consultation with the School Tech or IT, select the appropriate computer.
• Your school tech or advisor will obtain a quoted proposal directly from Apple and forward that to you.
• Determine and document appropriate account funding the purchase.
• The department enters the PO in the Procurement System.
  • The School Tech must be consulted in the purchasing process and the department must retain evidence of their review and approval for technology purchases.
  • The Apple Proposal # must be referenced in the body of the requisition along with the normal description, qty and pricing fields entered.
  • The SHIP TO name should be the Requisitioner/Department.
• Purchasing will email a copy of the Purchase Order to the Helpdesk.
  • The subject line will indicate the PO and the Requisitioner.
• When the Helpdesk receives the email/ticket with the PO:
  • The item will be entered into the spreadsheet.
  • Assign the ticket to the appropriate Tech.
• Receipt and Delivery
  • Desktop computers will be delivered to the Department/Requisitioner.
    • Upon receipt, the department will contact their assigned Tech to notify them that the computer has arrived.
  • Laptop computers / Tablets will be delivered to the Helpdesk.  The Helpdesk is responsible for:
    • Updating the spreadsheet that the laptop has been received.
    • Notifying the Tech that the Laptop has been received.  The Tech will notify the Requisitioner that they have the laptop.
• The Tech will:
  • Confirm the PO number and enter remaining information into the spreadsheet
  • Configure and install computer/laptop/Mac.
  • Contact Physical Plant to have laptop(s) tagged.
  • Close Helpdesk ticket and update spreadsheet that the installation is complete and delivered.
• The Requisitioner will:
  
  • Mark the invoice "OK to pay" when the equipment is received by your Tech.
    
    • Indicate the date the item was received.
    • Indicate the applicable requisition or PO#.
  • Sign and date.
  • Send to AP for processing.

* Please note that periodic reviews of purchases may include confirmation of the model purchased, evidence of inventory control tag, and compliance with procurement procedures.