Department-Funded Computers: From Order to Installation

The following highlights things that the Department can do to ensure timely installation of new computers (both computer replacement or department funded orders):

• Use standard computer and software when possible
• Deliver signed PR's to Procurement in person
• Track that PR is converted to PO
• Contact Vendor about delays
• Submit IT Computer Request Form and include PO and Client name (if different from person submitting form)
• Make sure Client is available to schedule appointment for installation

The following outlines steps after a computer is ordered using the traditional Purchase Order process. Once the computer is delivered to IT Services (Building #43) a computer can be scheduled for deployment within 5 business days : 

1. Shipped (Vendor) - The vendor ships based on availability. 
2. Received by CSUMB (Receiving) - The ordering department (person who created the purchase requisition) is notified when the item arrives on campus. This does not mean that all items are delivered. The equipment is not released until the entire order is received. 
3. Item is bar coded (Procurement) - Items are typically bar coded on a regular basis as facilitated by Receiving and Procurement.
4. Item is delivered to IT (Facilities) - Items are scheduled for delivery to IT Services (Building 43) as facilitated by Receiving and TSS.
5. IT creates Asset record, and assigns Asset to Client per Ticket (IT Procurement) - IT Procurement matches the PR# and department name against the Computer Replacement IT Ticket submitted to install the computer. This process typically takes one day after delivery.
6. Asset is imaged to client specifications (IT Procurement) - Specialized software is loaded and computer is imaged. This process typically takes two - three business days.
7. Deployment scheduled (Client) - The IT Help Desk contacts the client to schedule deployment. 

When items are ordered using a ProCard, the process is similar except:

1. The person placing the order is not notified.
2. Receiving will not know who placed the order unless the department provides details when placing the order.
3. Without Department information, items will remain in Receiving until contacted by the ordering Department.