Computer Acquisition

Overview

The College of Medicine-Phoenix computer budget funds new and replacement equipment for COM-Phoenix personnel. The COM-Phoenix Dean's Advisory Group (DAG) has been established to review purchases. DAG approval may be required for some computer hardware and software purchases. 

How to Request Service

COM-Phoenix personnel requesting computer and software must contact the IT office as they oversee the COM-Phoenix computer and software budget.  Please e-mail PBC-ITSupport@email.arizona.edu or call 602-827-4357 to submit a COM-Phoenix service request.

The Dean's Advisory Group has been established to approve new positions, purchases that exceed $300, etc. DAG meets every Wednesday afternoon at 2:00pm. Requests to be reviewed by DAG must be submitted using the COM-Phoenix intranet. 

DAG approval is required for the following purchases: 

• Non-Standard Desktops (systems that exceed $1,200).
• Dual monitor setup.
• Laptop.
• Laptop Docking Station.
• Personal Printer (due to ongoing cost of toner).
• Cell phone (both department and allowance).

   Exceptions:

• Research/Grant funds.
• Standard Desktop (not to exceed $1,200).

Computer and Peripheral purchases

The COM-Phoenix computer budget funds $1,200 of a desktop purchase and $1,500 of a laptop purchase. Anyone requesting new computer equipment needs to contact the IT office as they oversee the computer budget.

Desktop

The campus computer budget  funds $1,200 of a desktop computer purchase. IT has developed a desktop standard that falls within that budget limit.  Standard desktop systems do NOT need to be approved by DAG. 

If the department/unit requires a non-standard desktop that exceeds $1,200 the remaining balance is paid  by the requesting department/unit and the following steps must be taken:

• IT obtains quote based on requirements provided by department.
• Requesting department head must submit justification to IT.
• IT submits quote and justification provided by department to DAG.
• DAG will notify department and IT of decision.
• If approved by DAG, IT orders the system.

Laptop

Justification for laptops and docking stations are required and need to be approved by DAG. The campus computer budget funds $1,500 of a laptop purchase. If the requestor requires a laptop that exceeds the $1,500, the remaining balance is paid for by the requesting department. The following steps must be taken:

• IT obtains quote based on requirements provided by department.
• Requesting department head must submit justification to IT.
• IT submits quote and justification provided by department to DAG.
• DAG will notify department and IT of decision.
• If approved by DAG, IT orders the system.

Personal and Workgroup Printer

A shared color multi-function printer/scanner/copier is available for faculty and staff for their printing needs. If you require a personal printer, you need to submit a request to DAG and include a written justification from your unit manager explaining the need for the printer, due to the ongoing expense of toner and paper.

A local vendor, Laser Options Inc., is the preferred vendor for personal printers. Laser Options and IT work together to provide a current list of three recommended printer models. These models include a:

• Black and white printer.
• Black and white multi-function printer/copier/scanner/fax.
• Color multi-function printer/copier/scanner/fax.

Please be aware that if you currently do not have a fax line there will be an additional charge of $195 for the device to convert our digital network connections to analog. e-Fax solutions, such as Metro Fax , allow you to send and receive a fax as an email attachment. e-Fax solutions are available for a low monthly fee.

Procedure:

1. Contact IT for current list of recommended printer models.
2. Contact Laser Options, Inc. (Be sure to indicate you are with UA COM-Phoenix).
3. Laser Options will provide an updated quote.
4. Requestor submits quote and justification for printer to DAG. 
5. DAG will notifiy requestor and IT of decision. 
6. If approved by DAG, the requestor purchases the printer directly from Laser Options using their P-Card.
7. IT will setup printer upon arrival and will enter the printer into COM-Phoenix equipment inventory.

Laser Options Contact:

Matthew J Lissy, Solutions Manager
Office : 480-968-8440 x23
Cell : 480-980-1813
Laser Options Inc.

Dual Monitors

DAG approval is required for dual monitors. The requestor should provide justification and should expect to pay around $150 for the additional monitor.

• IT obtains quote based on requirements provided by department.
• Requesting department head must submit justification to IT.
• IT submits quote and justification provided by department to DAG.
• DAG will notify department and IT of decision.
• If approved by DAG, requestor provides FRS account information to IT IT orders the system.

Software

All software that exceeds $300 must be approved by DAG.

1. The IT office will work with the user /supervisor / department to determine the specific software that is needed and provide a price quote for that software.
2. Requesting department submits justification to IT.
3. IT submits quote and justification to DAG for any software needs exceeding $300.
4. DAG notifies department and IT.
5. If approved:
   1. Requestor provides FRS number to IT.
   2. IT orders the software and submits expense paperwork to the Finance office.
   3. Finance office will allocate the expense to the appropriate budget line.