Computer Equipment: Process/Timeline for Purchasing

Process/Timeline for Purchasing Computing Equipment

Staff/Faculty Computer requests: review Staff/Faculty Computer Refresh Program information. 

For equipment falling outside of the guidelines linked above, please see below on how to start the purchase process. 

Computers/Docks (items that require configuration or network connectivity) 
Overall timeline: Approximately 4-7.5 weeks. 

• Requestor: Submit Computer/Equipment Purchase Approval Request
• IT: Receive initial request
• IT+Requestor: Requirements and/or specs definition/verification: 
  • 1-2 weeks, dependent on ability to coordinate with requestor
• IT+Requestor: Infrastructure verification
  • 1:1 equipment replacement: N/A
  • One location: 1 week
  • Multiple locations: 2 weeks
• IT: Requests quote from Purchasing
• Purchasing: Provides a quote for
  • Standard spec items: 1-2 days
  • Non-standard spec items: 1-2 weeks
• Processing time for PREQ:
  • 1 week
• Once order submitted, approximate time to receive items in warehouse (if not backordered):
  • 1-2 weeks
• IT: Configuration and deployment
  • 1+ week

Peripherals (Monitor, mice keyboard, webcams - items that do not require configuration or network connectivity) 
Overall timeline: Approximately 3 weeks. 

• Requestor: Submit Computer/Equipment Purchase Approval Request
• IT: Process initial request
• IT+Requestor: Requirements and/or specs definition/verification: 
  • 1 week
• Purchasing: Turn around time to provide a quote for:
  • Standard spec items:1-2 days
  • Non-standard spec items:1-2 weeks
• Processing time for PREQ:
  • 1 week
• Once order submitted, approximate time to receive items in warehouse (if not backordered):
  • 1-2 weeks
• IT: Receive asset and deploy or notify user for pickup
  • 2 days

Student Technology

• Technology being loaned or distributed to students is purchased and managed through the CTC.
• CTC provides two types of services: 
  • Set up: Configure the laptops/computers and return them to the department
  • Fully Managed
    • Laptops are added to the Alma Library system and checked out as library items to be returned at the end of the semester. 
    • The owning department provides a list of authorized students. 
    • Laptops are returned to CTC at the end of the semester and CTC readies them for the next semester. 
    • If a student needs a laptop beyond one semester, CTC contacts the department for authorization.
• Requestor: Contact CTC to coordinate request
• CTC: Configuration and deployment
  • 1–2 weeks.

Multifunction Copiers/Printers

• Requestor: submit a ticket
• Cabrillo College has moved to the annual price model for MFP acquisition (5 payments over 5 years). 
• All printers/MFPs are acquired and supported through MBS. 

Software or Cloud Service Purchase Requests

• Use this form to request approval of software and cloud services that have not been formally approved for use by the IT Dept.
• New software purchases and purchases or renewals of cloud-based services are subject to Information Security review before they can be installed, renewed, and used.

IT Project Request

• Use this form for submitting a new IT project. 
• If you are wondering what an IT Project is, ask the following questions.
  • Is this a one-time task, or part of a bigger initiative?
  • Does it need planning, progress tracking, or teamwork?
  • Will it lead to a deliverable or a change in how our systems or software work?
• If yes, it's likely a project.
• If no, it's probably an operational task for TeamDynamix.