Procedure 19-1

Emergency Centralized Computer Distribution Procedure

Responsible Officer: Vice President for Office of Information Technology & Chief Information Officer

Sponsoring Department: Office of Information Technology

Revision Date: 20 November 2014

Errors or changes to: aim@uta.edu

Procedure Objective

Define a process by which UT Arlington departments acquire computers in an emergency situation and reimbursed the Office of Information Technology after delivery.

Scope

This procedure applies to all desktops, laptops and tablet computers. It is applicable to all UTA departments purchasing computing equipment worth five thousand dollars or less at a time. The intent of this procedure is to ensure that each employee has a suitable computer to perform assigned responsibilities while also complying with the University's defined support standards and security safeguards. All computer purchases should be made through the standard purchasing process provided in Best Value Purchasing Procedures (Procedure 4-2).

Responsibilities

Requesting Department
Office of Information Technology
  • Fulfill request.

Procedures

 

Section I. Requests, Transfers and Chargebacks for Desktop Computing Purchases
  1. OIT Staff will furnish the departments with:
    1. Specifications of the equipment available
    2. Cost of the equipment
    3. A formal Computer Request Form
  2. OIT Staff will:
    1. Draft the department's account for chargeback
    2. Process inventory transfer paperwork (ITF)
    3. Coordinate deployment of the machine
  3. Requesting department will:
    1. Submit a Computer Request Form to computerpurchases@uta.edu
    2. Complete Inventory Transfer Form
    3. Approve transfer of funds

Forms and Tools/Online Processes

Computer or Printer Purchase Information

Best Value Purchasing Procedures (Procedure 4-2)

Emergency Computer Request Form (Form 19-2)

Inventory Transfer Form (Form 2-45)

Definitions

Emergency Computer Purchase: Departmental purchase of computing equipment worth five thousand dollars or less at one time.

Desktop Computers: Desktops, laptops and tablet computers.

Chargeback: Transfer of funds in payment for product or service.

Rationale

The intent of this procedure is to ensure that each employee has a suitable computer to perform assigned responsibilities while also complying with the University's defined support standards and security safeguards.

Related Statutes, Policies, Requirements or Standards

UT System Administration Policies and StandardsOther Policies and Standards
Best Value Purchasing Procedures (Procedure 4-2)

Purchasing Card (ProCard) Program (Procedure 4-11)

Appendices

N/A

Contacts

If you have any questions about this procedure, contact the following departments:

SubjectOffice NameTelephone NumberEmail/URL
All topics in procedureOffice of Information Technology - Desktop Support
(817) 272-5022computerpurchases@uta.edu
Website accessAdministrative Information Management(817) 272-0222aim@uta.edu
http://www.uta.edu/aim

Website Address for This Procedure