Introduction
If you have computer equipment procurement needs for the upcoming year, it's crucial not to delay your planning. This article provides important information and guidelines for ordering computer equipment. The process involves multiple teams and requires careful consideration and coordination. Starting the process early and adhering to specific guidelines ensures a smoother acquisition and installation experience.
Importance of Early Planning
To streamline the computer equipment acquisition process, it is highly advisable to initiate planning well in advance of your anticipated need. In this regard, we strongly recommend submitting your request to IT by November 1st for orders required by March 31st. This article outlines the essential steps and timelines involved in the procurement process to help you plan effectively.
Timelines and Steps
The process of acquiring computer equipment at VIU involves several stages, each with its own timeframe and requirements. The entire process typically takes four to six months from the initial request submission to the installation of the equipment.
Step 1: Request Submission and Communication (4 weeks)
- Submit your request, including essential details, to IT.
- Include required information such as software needs, computer type (laptop or desktop), workstations, connectivity requirements, and installation location.
Step 2: Requisition and Purchase Order (2 weeks)
- After initial communication, the requisition is submitted, and a purchase order is sent to the vendor.
Step 3: Delivery Timeline (3 weeks to 3 months)
- Vendors provide estimated delivery timelines, which may vary based on factors such as order size and time of year.
Step 4: Receiving, Setup, and Installation (2 to 4 weeks)
- Upon delivery, the IT team sets up and installs the equipment, ensuring it meets specified requirements.
Step 5: Invoice Processing and Payment (2 weeks)
- Accounts Payable processes the invoice and initiates the payment.
Considerations and Guidelines
Here are important considerations and guidelines to ensure a successful procurement process:
Adherence to VIU's Purchasing Procedures
- Computer equipment purchases must align with VIU's regular purchasing procedures (Policy 42.31 – Procedure 42.31.001). Failure to comply may result in lack of IT support.
Detailed Information in Request
- Include a comprehensive list of software needs, computer type, required peripherals, the total number of setups, connectivity requirements, and installation location.
Funding Deadlines
- Consider your funding deadlines and initiate the purchase process accordingly to meet spending requirements.
Coordination with Facilities
- Coordinate with Facilities for installations involving reconfiguration of research spaces to ensure proper power and network connections.
Winter Break Considerations
- Be mindful of the University's Winter Break; placing orders just before this break may result in delays until their return in January.
Conclusion
Initiating the process for ordering computer equipment well in advance and adhering to the outlined timelines and guidelines are crucial for a seamless and efficient procurement experience. Collaboration and compliance with the procedures ensure that your equipment needs are met in a timely and effective manner. Planning early and providing accurate information enable IT and related teams to fulfill your requirements efficiently.