About the IT Equipment Order form

On this page:


Overview

The IT Equipment Order form is used to order new IT equipment and submit lifecycle requests for all groups except the University Administrative (UA) department. UA members should use the UA Lifecycle Request form instead; see About the University Administrative (UA) Lifecycle form.

Submit an order

To submit an order:

  1. Go to the IT Equipment Order form. (You also can access the form in the ServiceNow Service portal by selecting IT Equipment Ordering.)

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

  2. Your name, IU username, and IU email address will be automatically entered into the "Submitter Information" section.
  3. You will be asked whether you are placing this order for someone else:
    • If you are placing this order for someone else, select Yes, and then enter the name or IU username of the person for whom you are ordering the equipment.
    • If you are placing this order for yourself, select No.
    • If you are placing this order for a vacant position, select No, and indicate that the equipment is for a vacant position in the "Notes" section of the form. When the equipment is ready for deployment, the Endpoint Lifecycle team will reach out to inquire whether there is a specific employee to deploy the equipment to.
      Note:
      Someone from the requesting department will need to take delivery of the equipment, even if the position has not yet been filled. The Endpoint Lifecycle team has limited storage space, and cannot hold equipment until the new employee is hired.
  4. Select whether the order needs to be shipped to a home address:
    • If you select Yes, enter the appropriate street address, city, stage, ZIP code, and phone number.
      Note:
      If you enter the home address information before you submit the order, the Endpoint Lifecycle team will ship the equipment without any additional charge. If you submit the order and later ask the Endpoint Lifecycle team to ship the equipment, you will need to provide an account number to pay for shipping.
    • If you select No, select the appropriate campus code, and then enter the building name, phone number, and room/cube number for the person receiving this equipment.
  5. In the "Computers" section, select the computer you would like. If you are placing an order for computer accessories only, check Computer Accessories only, no computer needed, and select the accessories you would like from the list under "Peripherals".
    Note:
    The standard configuration for Health Technology Services (HTS) and TechSelect clients is an i5 processor, 16 GB of RAM, a 512 GB solid state drive (SSD) hard drive, and a three-year warranty for laptops or a four-year warranty for desktops.

    If the list of computers provided does not meet your needs, and you need a more powerful computer configuration, choose The computers listed do not meet my needs, and a list of additional computer configurations will appear. If you choose a computer in this list, an automated approval request will go to your direct supervisor and director equivalent, who must approve the order.

  6. Choose whether you want a full setup:
    • For desktop systems, this adds two monitors, a speaker bar, and a webcam to the order.
    • For laptop systems, this adds a docking station, two monitors, a speaker bar, and a wireless keyboard and mouse to the order.
  7. In the "Computer Accessories" section, select any items you want to add to your order.
    Note:
    As you add or remove components and peripherals, the price total (located just above the Submit button) will change to reflect the cost of the order.
  8. In the list of additional computer configurations, if none of the computers and configurations meet your needs, select Custom request. If you choose this option, you will need to go to the Dell or CDW B2B catalog, and create a quote for the computer you need; see Create a custom IT equipment quote from the B2B catalogs in Buy.IU.
  9. For "IT support provided by", use the drop-down to select your IT support provider, or select Don't Know if you do not know who provides your IT support.
  10. Under "Accounts for Purchasing", add up to four departmental account numbers:
    1. Select Add, and then enter an account number.
    2. If applicable, add the sub-account suffix.
    3. Enter the dollar amount the account should be charged.
  11. If you need to include supporting documentation with your order, select Upload, and then select the files that should be submitted with your order.
  12. Under "Notes", indicate any additional equipment specifications pertaining to the order, enter additional notes about the order, and/or ask questions about the ordering process.
  13. When you're ready to submit your order, on the right, select Submit. This creates a ticket that the Endpoint Lifecycle team will use to place your order.

Printers

To order a printer:

  1. Under the "Computers" section, check No Computer, accessories order only.
  2. Get the CDW number for the printer you need:
    1. Go to BUY.IU and open the CDW catalog.
    2. On the home page, in the left navigation section, hover over the word "Printers" to see a selection of printers.
    3. Select the type of printer you want (for example, B&W Laser Printer, Color Laser Printer, etc.).
    4. Select the printer that fits your need and note the CDW number (for example, CDW# 6661002 for "Xerox C235/DNI - multifunction printer - color"). Alternatively, create a quote using the instructions in Create a custom IT equipment quote from the B2B catalogs in Buy.IU.
  3. Return to the form and enter the CDW number for the printer that meets your needs in the "Notes" section at the bottom of the form, or upload the quote.
  4. If the printer you need is not listed in the steps above, in the notes section, describe the type of printer you need (for example; label printer).

iPad

To order an iPad:

  1. Under the "Computers" section, check No Computer, accessories order only.
  2. Get the CDW number for the iPad/iPad Air/iPad Pro you need:
    1. Go to BUY.IU and open the CDW catalog.
    2. On the home page, in the left navigation section, hover over the sentence "Apple iPad-iPad Pro-iPad Mini" and select iPad.
    3. Select the type of iPad you want, and note the CDW number. Alternatively, create a quote using the instructions in Create a custom IT equipment quote from the B2B catalogs in Buy.IU
  3. Return to the form and enter the CDW number for the iPad that meets your needs in the "Notes" section at the bottom of the form, or upload the quote.
  4. If the iPad you need is not listed in the steps above, in the notes section, enter a description of the iPad you need (for example, iPad Air, Wi-Fi only, 128GB).

Software

To order software:

  1. Under the "Computers" section, check No Computer, accessories order only.
  2. Get a quote for the software you need and attach it to the form:
    1. Select Upload at the bottom of the form.
    2. Navigate to where the form is stored on your computer and select the quote to upload.
  3. In the notes section of the form, add the IU username or group account usernames of all persons receiving a license.

Transfer data from an old computer to a new one

UITS highly recommends moving all data on your current computer to OneDrive. When you get your new computer, all of your data will be available on OneDrive. This is the recommended way to store your data, in general.

Your support technician will want to collect your old computer upon deploying your new one. If you need time to confirm that all of your data is in OneDrive, you may keep your old computer for a short period of time (one or two weeks). Your support technician will ask for a date to retrieve your old computer. When they reach 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.

This is document bioj in the Knowledge Base.
Last modified on 2024-05-31 16:57:05.