What is it?
Departments often need shared workstation computers to be used at their front desk or by student workers. When available, LITS can provide re-purposed computers from our inventory. Otherwise, these machines need to be funded by the department or other outside funding sources.
| Shared office computer options |
Funding source(s) |
Replacement cycle |
| Re-purposed computer from our inventory (when available) |
N/A, the cost of a re-purposed computer has already been paid |
Re-purposed computers are not eligible for new computer replacement.
They should not be relied upon for critical tasks and are only available as long as they can meet security standards, generally 1-2 years.
If the need remains after a re-purposed computer must be retired, submit another shared office computer request.
|
| New machine of a base model or to your specifications |
Department, grant, or research funds |
Must be retired or replaced using department, grant, or research funding once they no longer meet security standards. |
Who can use it?
Current MHC faculty and staff
How do I get it?
Prior to submitting the request
- If you're requesting to replace an existing shared office computer, first check if it is due for replacement.
- If you're requesting a new computer (as opposed to a re-purposed computer), first make sure you have the correct Cost Center information.
- Then, use the "Request shared office computer" button on this page to initiate a request.
The computer request workflow process
Once you submit the computer request form, LITS begins a 5 stage workflow to fulfil the request. Each stage is explained below.
Stage 1 - Approval and Requisition
The LITS computer purchasing team will review the request and ensure that it is a request that we can fulfill.
If a computer needs to be special ordered, a quote will be acquired from a vendor and attached to the ticket. The requestor will then be asked to approve or disapprove of the quote. Once the quote is approved, LITS will proceed with ordering using the provided funding code(s). The Cost Center manager will need to approve of the purchase in Workday after the Requisition is submitted. The requestor will be notified when the order has been successfully processed.
Stage 2 - Allocation and Configuration
Once we have the equipment in hand (base models are usually already in inventory), the requested equipment will be allocated to the computer user (meaning we'll set it aside for them) and the requestor will be notified.
At this point, the computer will be configured.
Stage 3 - Delivery and/or Pickup
When the computer is ready, the requestor will be notified with next steps.
- Laptops require the requestor to schedule a pickup appointment at the Technology Help Desk. Monitors and other bulky accessories will be delivered.
- LITS will deliver desktops to on campus offices.
Stage 4 - Asset Return and Accounting
If the requested computer is replacing an existing computer, the old computer is expected to be returned to LITS within 2 weeks of the new computer being deployed.
- Computer users who pick up laptops from LITS are encouraged to drop off the old computer when they pick up the new one.
- Old desktop computers will be picked up when their replacement desktop is delivered.
During this stage, if you had requested a new base model computer that we already had purchased and in our inventory, we will also charge an equivalent base model computer to your Cost Center Code in our next bulk order of base model machines.
Stage 5 - Escalated Asset Return
If the old computer hasn't been returned to LITS after two reminders, the request will be escalated to our "Escalated Asset Return" stage and management will be notified.
Hours/Availability
Re-purposed machines, if available, can be allocated and prepped within 3-5 business days.
Anything we have to order is subject to shipping and delivery time lines. Shipping times can delay our ability to prepare the computer for you by 2-12 weeks depending on the order.
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