Academic Enterprise Computer Refresh Process
Academic Enterprise and Information Technology Services collaborate to refresh computers nearing lease or warranty expiration dates. Procedures involve FRS account confirmation, manual FRS input if needed, verification of location codes in WebTrax, and following proper refresh protocols. The process includes data transfer, asset scans, scheduling deployments, updating systems, and obtaining approvals before decommissioning. Requests for new computers, whether standard or special order, are also outlined, highlighting steps from deployment to billing and user confirmation.
Uploaded on Apr 13, 2025 | 0 Views
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Presentation Transcript
ACADEMIC ENTERPRISE COMPUTER REFRESH THE PROCESS
Academic Enterprise and Information Technology Services have partnered to refresh computers that are approaching their lease or warranty expiry date. Confirmation of the proper FRS account that will be used to purchase the approved replacement computers is required: 1. 2. Johnny Duke (previously was Ryan Crawford) (IS) sends out the AE refresh email requesting FRS to be used for the purchase of the equipment. Johnny/team/Jennifer A. will add the FRS to the shared scorecard spreadsheet that is shared with Christina Winburn and will note if the FRS number if different from webtrax. Note: this is a manual process for IS when the FRS number is different. IS has implemented a hard date/time (end of month by noon) that they need to input the FRS changes so that Christiana can have the correct information. 3. Once the FRS number is returned to Jennifer Anderson and Johnny the request will then need to be entered in POWER by your area s team member. ACADEMIC ENTERPRISE 4. Location code in webtrax needs to be verified/updated by departmental asset custodian. 5. If the warranty has expired prior to the current fiscal year then the FRS number in webtrax will be used.
COMPUTER REFRESH PROCESS QUOTE NOT NEEDED ITS Technician completes refresh (data transfer, scans asset location in WebTrax and brings back any leased/unwanted equipment Refresh Request submitted to AESC via POWER ITS Scheduler contacts asset user to schedule refresh deployment ACADEMIC ENTERPRISE WebTrax is updated to reflect refresh old tag/new tag; billing transfer for asset cost/support (if standard) or support only for special orders Equipment is received/assigned for deployment (PeopleSoft updated, tagged, imaged, added to WebTrax) AESC confirms AE Computer Policy is followed. Asset info confirmed. ITS receives approval and fulfills order with standard equipment on-hand or special order via PS Requisition Data is backed up, drive is wiped and asset slated for decommission AESC approves refresh in WebTrax
NEW COMPUTER REQUEST PROCESS (SPECIAL ORDER) QUOTE NEEDED ITS Technician completes deployment (data transfer, scans asset location in WebTrax New Computer Request submitted to AESC via POWER ITS Scheduler contacts asset user to schedule New Seat deployment ACADEMIC ENTERPRISE WebTrax is updated to reflect new tag; billing transfer for asset cost/support (if standard) or support only for special orders AESC confirms AE Computer Policy is followed. Confirm user info, L-Code, & Funding Source. Equipment is received/assigned for deployment (PeopleSoft updated, tagged, imaged, added to WebTrax) ITS receives ticket and fulfills order with standard equipment on-hand or special order via PS Requisition AESC submits New Seat Request to IS via Ivanti Ticketing System
Once you are ready to move forward with your refresh go to https://power.utmb.edu/servicecenter/home and select Request a Purchase or Service : ACADEMIC ENTERPRISE Select Request a Purchase or Service
ACADEMIC ENTERPRISE Select Go to Screen under New Request
EXAMPLE OF REQUEST SUBMITTED IN POWER Request Information: Your Information and creation date will automatically populate. PI Requestor: Name of Person receiving the item Request Title: Title of request: Refresh of asset tag #____ for _______ Date Needed: Select a date; please note this is not a guaranteed date. Department: Select the correct department from dropdown. Lcode- Select Lcode Vendor Type: For Computers it will be a Marketplace punch out for the appropriate Vendor: 37 Summus Industries Dell or other vendor if applicable. (Vendor types, Existing Vendor, Marketplace or New Vendor) Justification- Justification should be the tag number of the refresh computer and the name of the user. Add a business justification if the new device type does differs from the existing device type (ex. Desktop to laptop). Quote# Fill in quote number- you will only request a quote if it s a special request. Blanket Purchase- In this example it s no. Rush Order- If it s a rush order put yes, in this example its no. ACADEMIC ENTERPRISE
Item Description: Provide an item number and description Expense account: Below are the account you will use (for a standard/laptop refresh it will be account code 518120) Unit of Measure: Select Each for this example Unit Price: Select the amount that was listed on standard equipment cost from refresh email or quote if a special order. (Please use the most recent cost, using the price guide. PC and Mac Computer Hardware Standards (utmb.edu) Price Guide ACADEMIC ENTERPRISE Total Price: Must match the amount that was on the refresh email for standard equipment or quote FRS Number: Upload document: Upload refresh email and quote if special order. Upload administrator approval if the new device type is not the same as the device type being refreshed (ex. desktop to laptop).
Select next Steps ACADEMIC ENTERPRISE Once you submit you will be directed to a summary of your request. Review all information for accuracy When you ready to submit select next steps
Note: IDT will need to be done to dept# 221399 (IS Refresh department)- if you want your purchased equipment off of your inventory early Brianne Burton approves Lease computers do not require IDT ACADEMIC ENTERPRISE
