About the IT Equipment Order form for the IU School of Medicine Dean's Office

• Overview
• Lifecycle funding
• The IU School of Medicine lifecycle policy
• Submit an order
• Transfer data from an old computer to a new one

Overview

The IT Equipment Order form is used by the IU School of Medicine (IUSM) Dean's office to order new IT equipment and submit lifecycle requests.

Lifecycle funding

The IUSM Dean's office lifecycle fund will pay for the following for all staff and faculty:

• The Dell Latitude 7440 laptop, with a WD22TB4 docking station, up to two Dell P2422H monitors, a Logitech MK540 wireless keyboard and mouse combo, and a Dell Slim Soundbar SB521A speaker bar
• The Dell OptiPlex 7010 SFF Plus desktop, with up to two Dell P2422H monitors, a Dell Slim Soundbar SB521A speaker bar, and a Logitech C920s webcam

Certain positions such as Deans, Associate Deans, graphic designers, librarians, data analysts, and data managers can select a more powerful computer configuration based on their role and use case. The additional standard power configurations and MacBook Pro laptops are as follows:

• Dell Latitude 7440 Laptop (i7 Processor, 32GB RAM, 1TB SSD) with a WD22TB4 docking station, up to two Dell P2422H monitors, a Logitech MK540 wireless keyboard and mouse combo, and a Dell Slim Soundbar SB521A speaker bar
• Dell OptiPlex 7010 Plus SFF Desktop (i7 Processor, 32GB RAM, 1TB SSD) with up to two Dell P2422H monitors, a Dell Slim Soundbar SB521A speaker bar, and a Logitech C920s webcam
• Dell XPS 15 Laptop (i7 Processor, 32GB RAM, 1TB SSD) with a WD22TB4 docking station, up to two Dell P2422H monitors, a Logitech MK540 wireless keyboard and mouse combo, and a Dell Slim Soundbar SB521A speaker bar
• MacBook Pro M3 Pro 14” Laptop (8C-8C Processor, 16GB RAM, 512GB SSD) with a WD22TB4 docking station, up to two Dell P2422H monitors, a Logitech MK540 wireless keyboard and mouse combo, and a Dell Slim Soundbar SB521A speaker bar
• Apple MacBook Pro M3 Pro 14" Laptop (8C-10C Processor, 32GB RAM, 1TB SSD) with a WD22TB4 docking station, up to two Dell P2422H monitors, a Logitech MK540 wireless keyboard and mouse combo, and a Dell Slim Soundbar SB521A speaker bar

If none of the standard configurations are appropriate for your needs, you can use the IT Equipment Order form to create and submit a custom quote.

The IU School of Medicine lifecycle policy

For questions or to learn more about the IUSM Dean's office lifecycle policy, see the IU School of Medicine Policies.

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.
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 "No computer, Accessory only order (dock, monitors, keyboard/mouse, speaker, webcam)".
   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 four-year warranty.

   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 Health Technology Support.
10. If your order needs to be paid for by an account besides the School of Medicine's lifecycle account, under "Accounts for Purchasing" you can 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.

Transfer data from an old computer to a new one