About the University Administrative (UA) Lifecycle form

Important:
The following process applies to all university administrative groups as of July 2023.

On this page:

Overview

The University Administrative (UA) Lifecycle Request form is primarily used to request a computer lifecycle, but the form can also be used for new computer requests and to request individual pieces of IT equipment. Devices for University Administrative groups are lifecycle replaced every four years. The computers in this form all have four years of warranty coverage. If you are not an employee in a University Administrative department, use the IT Equipment Order form to make your request; see About the IT Equipment Order form.

Submit a request

  1. Go to UA Lifecycle Request.

  2. If prompted, log in with your IU username and passphrase.

  3. Your name, IU username, and IU email address will be automatically entered into "Submitter Information". Required fields are identified with a red asterisk ( Red asterisk).
  4. For "Are you placing this equipment request on behalf of someone else (for another staff or faculty)?", if you are placing the order for someone besides yourself, select Yes.
    • If you select Yes, a new field will appear. Enter the person's IU username, or their first name and last name. Select their name when it appears, and press Enter.
  5. For "Does this staff/faculty work from home and need their equipment shipped to their home address?", choose Yes or No.
    • If you select Yes, additional fields will display for you to enter the faculty or staff member's address and delivery details.
    • If you select No, a different set of fields will display for you to enter the campus address for where the equipment will be deployed.
    Note:
    If you enter the above information before you submit the form, the Endpoint Lifecycle team will ship the equipment without fee. If you submit the form, and then request that the Endpoint Lifecycle team ship the equipment, you will need to provide an account number to pay for shipping.
  6. For "What is the asset tag for the device being Lifecycle replaced?", if this request is for a lifecycle computer, enter the asset tag of the computer being replaced. If you are not lifecycle replacing a device, or do not know the asset tag number, enter No service tag.
  7. Under "Recommended builds", choose one of the recommended builds, or select Other - none of the above options will work for me.
    • If you select Other - none of the above options will work for me, the "Non-Standard builds" section will display. All non-standard devices require business need and approval from leadership. The lead time for non-standard devices will be longer because of the wait for leadership approval.
    • If none of the recommended builds or non-standard builds meet your need, select Custom request. If you choose this option, you will need to go to the Dell or CDW B2B catalogs, and create a quote for the computer you need; see Create a custom IT equipment quote from the B2B catalogs in Buy.IU.
    • To order computer accessories only, select Peripheral order only (dock, monitor, keyboard and mouse), and then select Yes for any item you want to order, and leave the other items marked No.
    Note:
    The Endpoint Lifecycle team encourages staff who are replacing their computer with a lifecycle replacement to choose one of the recommended builds, as these machines have been confirmed to perform well in the IU environment. Choosing one of the recommended builds will also reduce the number of different computer models your IT department will need to support, and will help the Endpoint Lifecycle team and Indiana University leverage greater savings for those models.
  8. Choose a display. Depending on your device selection, you can choose from the following:
    • Dual displays: Two 24" UltraSharp monitors (U2422H); the Dell Slim Soundbar SB522A is the correct speakerbar for this display
    • Single display: One 27" UltraSharp monitor (U2722H); speakers are built into the monitor, so no external speaker is needed
    • Ultrawide: One 34" UltraSharp monitor (U3423WE); speakers are built into the monitor, so no external speaker is needed; this monitor is a USB-C hub monitor, and no docking station is required
    Note:
    If you choose the standard MacBook Pro from "Recommended builds", dual monitors will not be an option, as the standard MacBook Pro does not support more than one external monitor. Instead, UITS recommends selecting the Ultrawide option for the MacBook Pro.
  9. For "IT Support provided by", choose your IT support provider from the drop-down menu; if you don't know your IT support provider, or are unsure if you are a UA client, choose Don't Know. The Endpoint Lifecycle team uses this information to route your request to the IT support provider that will deploy your equipment.
  10. Use the "Notes" field to let the Enterprise Lifecycle team know if you need antying that is not already listed on the form or to ask questions about the UA lifecycle process.
    Note:
    If you choose a recommended or non-standard build, and enter a request to modify the build in "Notes", your request will not be processed. To request a custom build, follow the instructions in step 7 above.

Submit a request for multiple users in a department or school

To send a request for multiple users, send an email to ELHELP@iu.edu with the following information:

  • The name of the users that need a computer lifecycle replacement.
  • The service tags for the computers that will be lifecycle replaced.
  • The type of computer (laptop or desktop), as well as the model of the device as listed in "Recommended builds". Do not submit requests for non-standard devices as a bulk purchase request; instead submit them through the Lifecycle Request form.
  • The peripherals that are needed (docking station, monitors, wireless keyboard and mouse combo, speaker bar, webcam, etc.).
  • The account number to be used to place the order (if applicable).
  • If any of the users that need a lifecycle computer replacement work from home, the home address for each user that will need the equipment shipped.

Request to keep an old computer

If you are in a UA group, you will not be able to keep a computer that is being lifecycle replaced. One of the goals of this process is to remove computers from IU's inventory that are not being used. This helps facilitate better asset management and tracking, and reduces the risk of lost devices and data breaches. There will also be fewer computers for your IT support provider to track, update, and support.

Transfer data from an old computer to your new device

The Endpoint Lifecycle team recommends moving your data and files to OneDrive in preparation for receiving your new computer. OneDrive is the recommended place to store your files, in general, and it allows you to immediately access your files when you log on to your new computer.

If you need additional time to confirm that all of your files are in OneDrive, you may ask the support technician who deployed your new computer to let you keep your old computer for a short period of time for retrieval at a later date (in a week or two). When the Endpoint Lifecycle team reaches out to you on that date, if you are unable to provide the computer, its recovery will be escalated to your departmental administrator or financial officer.

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Last modified on 2023-10-12 10:56:27.