Purchasing a U of M Standard Desktop/Laptop

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This article describes to purchase a U of M Standard Desktop or Laptop. The Systems Analyst ensures that all Departmental and jurisdictional authority policies are complied with when computer equipment is purchased.

Discuss.gif Emailed Tom to update.
The old content of Purchasing a WRHA Standard Desktop/Laptop for now, but it really may have nothing to do with this page, just a possible starting point for Tom.

Process-Using a WRHA (HSC,SBH, etc.) Account (including Special Purpose, Research, etc.) (SAP)

  1. Follow the Department's Computer Hardware and Software Policy first and ensure you are in compliance.
  2. For a laptop, receive approval from the Managing Director who will consult with the Systems Analyst, as per the Portable Electronic Device Policy.
  3. WRHARefresh: A replacement for an existing computer on the network is called WRHARefresh. The only costs are the lease costs or purchase price of the computer.
    1. Procedure for WRHARefresh (replacement):
      1. Go to the page: http://mn.services.manitoba-ehealth.ca/hwsw.html to view what you would like to purchase.
      2. Fill out the correct form depending on where you are located within the WRHA here: http://mn.services.manitoba-ehealth.ca/hwsw.html. If you are at the U of M, you would use the HSC form. Email it to the correct address on the form.
      3. You will receive approval back with instructions on how to proceed.
  4. WRHANetNew: If this is an addition to (ie. not a replacement), the costs are $800.00/year for support costs, plus the lease costs/purchase cost of the computer, plus network cabling if there isn't an existing port.
    1. Procedure for WRHANetNew (addition to the existing pool of computers):
      1. Ensure that cabling is in place. To do so, see Cabling for Computers and Phones - WRHA/Cabling for Computers and Phones - U of M
      2. Email the Chief Financial Officer, Shelley Hopkins of the WRHA, with an account number, reason for purchase, stating "you wish to purchase a new desktop or laptop, and it will be a WRHANetNew (addition to, not replacement of) computer. The WRHA (HSC/Etc.) budget we are using is XXXXXXX, and there is budget for the computer/monitor and accessories and the $800.00/year service charge. The signing authority on this account has been cc'd and they will reply to all with their approval. Please let us know if we can proceed with the purchase." Wait for her approval.
      3. Go to the page: http://mn.services.manitoba-ehealth.ca/hwsw.html to view what you would like to purchase.
      4. Fill out the correct form depending on where you are located within the WRHA here: http://mn.services.manitoba-ehealth.ca/hwsw.html. If you are at the U of M, you would use the HSC form. Email it to the correct address.
      5. You will receive approval back, and you would purchase the items using SAP, and give Shared Health Service Desk the purchase requisition #, together with the email from the Chief Financial Officer of the WRHA as an attachment.

Process-Using a U of M FOAP (using EPIC )

  1. Follow the Department's Computer Hardware and Software Policy first and ensure you are in compliance.
  2. For a laptop, receive approval from the Managing Director who will consult with the Systems Analyst, as per the Portable Electronic Device Policy.
  3. WRHARefresh: A replacement for an existing computer on the network is called WRHARefresh. The only costs are the lease costs or purchase price of the computer.
    1. Procedure for WRHARefresh (replacement):
      1. Go to the page: http://mn.services.manitoba-ehealth.ca/hwsw.html to view what you would like to purchase. If you don't have access to this page, you would contact the Shared Health Service Desk. They will give you a quote.
      2. You can now purchase the items in EPIC. It is however, highly recommended that you contact the Shared Health Service Desk and ask to speak to a member of "Desktop Services" at the site you are at to double check what you are purchasing and where to deliver the items.
  4. WRHANetNew: If this is an addition to (ie. not a replacement), the costs are $800.00/year for support costs, plus the lease costs/purchase cost of the computer, plus network cabling if there isn't an existing port.
    1. Procedure for WRHANetNew (addition to the existing pool of computers):
      1. Ensure that cabling is in place. To do so, see Cabling for Computers and Phones - WRHA/Cabling for Computers and Phones - U of M.
      2. Email the Chief Financial Officer (CFO), Shelley Hopkins of the WRHA, with the FOAP, reason for purchase, stating "you wish to purchase a new desktop or laptop, and it will be a WRHANetNew (addition to, not replacement of) computer. The U of M FOAP we are using is XXXXXXX, and there is budget for the computer/monitor and accessories and the $800.00/year service charge. The signing authority on this account has been cc'd and they will reply to all with their approval. Please let us know if we can proceed with the purchase." Wait for her approval. Note that an additional approval may have to come from Digital Health because the CFO is not responsible for U of M Accounts.
      3. Go to the page: http://mn.services.manitoba-ehealth.ca/hwsw.html to view what you would like to purchase. If you don't have access to this page, you would contact the Shared Health Service Desk. They will give you a quote.
      4. You can now purchase the items in EPIC. It is however, highly recommended that you contact the Servicedesk and ask to speak to a member of "Desktop Services" at the site you are at to double check what you are purchasing and where to deliver the items. Also ask them where to send the approval email from the Chief Financial Officer.

Process-Using UMG to Purchase

  1. Follow the Department's Computer Hardware and Software Policy first and ensure you are in compliance.
  2. For a laptop, receive approval from the Managing Director who will consult with the Systems Analyst, as per the Portable Electronic Device Policy.
  3. WRHARefresh: A replacement for an existing computer on the network is called WRHARefresh. The only costs are the lease costs or purchase price of the computer.
    1. Procedure for WRHARefresh (replacement):
      1. Go to the page: http://mn.services.manitoba-ehealth.ca/hwsw.html to view what you would like to purchase. If you don't have access to this page, you would contact the Shared Health Service Desk. They will give you a quote.
      2. You can now purchase the items in EPIC. It is however, highly recommended that you contact the Shared Health Service Desk and ask to speak to a member of "Desktop Services" at the site you are at to double check what you are purchasing and where to deliver the items.
  4. WRHANetNew: If this is an addition to (ie. not a replacement), the costs are $800.00/year for support costs, plus the lease costs/purchase cost of the computer, plus network cabling if there isn't an existing port.
    1. Procedure for WRHANetNew (addition to the existing pool of computers):
      1. Ensure that cabling is in place. To do so, see Cabling for Computers and Phones - WRHA/Cabling for Computers and Phones - U of M.
      2. Email the Chief Financial Officer (CFO), Shelley Hopkins of the WRHA, with the reason for purchase, stating "you wish to purchase a new desktop or laptop, and it will be a WRHA NetNew (addition to, not replacement of) computer. You can invoice UMG by emailing the Finance Manager and they will have a cheque created. There is budget for the computer/monitor and accessories and the $800.00/year service charge. The signing authority on this account has been cc'd and they will reply to all with their approval. Please let us know if we can proceed with the purchase." Wait for her approval. Note that an additional approval may have to come from Digital Health because the CFO is not responsible for UMG accounts.
      3. Go to the page: http://mn.services.manitoba-ehealth.ca/hwsw.html to view what you would like to purchase. If you don't have access to this page, you would contact the Shared Health Service Desk. They will give you a quote.
      4. You can now purchase the items using UMG funds. You would manually make up a purchase order and send it to the vendor (listed on your quote or listed on the Digital Health webpage). It is however, highly recommended that you contact the Shared Health Service Desk and ask to speak to a member of "Desktop Services" at the site you are at to double check what you are purchasing and where to deliver the items. Also ask them where to send the approval email from the Chief Financial Officer.

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