Purchasing a WRHA Standard Desktop/Laptop

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This article describes how the Systems Analyst purchases a WRHA Digital Health Standard Desktop or Laptop. The Systems Analyst ensures that all Departmentental and jurisdictional authority policies are complied with when computer equipment is purchased.

Process

  1. As per Shared Health computer equipment will not be replaced unless it's broken.
  2. Follow the Department's Computer Hardware and Software Policy first and ensure you are in compliance.
  3. For a laptop, receive approval from the Managing Director who will consult with the Systems Analyst, as per the Portable Electronic Device Policy.
  4. Select the equipment at site-specific form at http://mn.services.manitoba-ehealth.ca/hwsw.html . If you are at the U of M, you would use the HSC form. If you don't have access to this page, contact the Shared Health Service Desk, they will give you a quote. It is 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 purchasing for to double check what you are purchasing and where to deliver the items.
  5. Refresh vs net new
    1. NetNew (replacement): replacement for an existing computer that hasn't been previously billed for support costs on the network is called NetNew. For these computers the costs are the lease costs plus the support costs which are $415.00 for desktops and $500.00 for laptops per year;
    2. NetNew (adding a PC to the existing computers on network (not a replacement)): adds to the network cost the lease costs of the computer plus the support costs which are $415.00/year for desktops and $500.00/year for laptops.
Discuss.gif
  • what is that "network cost", is it the cost of Installing a network drop (could not find a page for this yet...)User:Ttenbergen 14:51, 2020 June 10 (CDT)
  • the two options look like the same cost to me, is that right? There used to be some 800$ cost for new stuff that is still mentioned repeatedly below, is that no longer a thing or how does it fit in with this? User:Ttenbergen 14:51, 2020 June 10 (CDT)
  • does shared health have this stuff documented anywhere so we can just link rather than keep the details ourselves? User:Ttenbergen 14:51, 2020 June 10 (CDT)
  1. A refresh is for a computer that has been previously billed for support costs.
  2. if there isn't an existing network drop: Cabling for Computers and Phones - WRHA/Cabling for Computers and Phones - U of M
  3. you need approval; see obtain funding below;
  4. Obtain funding and pay based on who is paying:
  5. #Funding using a WRHA (HSC, SBH, etc.) Account (including Special Purpose, Research, etc.) (SAP)
  6. #Process-Using a U of M FOAP / EPIC
  7. #Process-Using UMG to Purchase
  8. once funding is clear, send the order form from step 3 to the address on the form
  9. forward the purchase requisition # and the approval email from the Chief Financial Officer to the destination provided by the desktop team or the Shared Health Service Desk

Funding using a WRHA (HSC, SBH, etc.) Account (including Special Purpose, Research, etc.) (SAP)

  1. For net new, email Email the Chief Financial Officer, Shelley Hopkins of the WRHA and CC the signing authority, with an account number, 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. 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.
  2. Purchase the equipment using SAP

Process-Using a U of M FOAP / EPIC

  1. For net new, 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 WRHA NetNew (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.
  2. Purchase the items in EPIC.

Process-Using UMG to Purchase

  1. 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.
Discuss.gif "Note that an additional approval may have to come from Digital Health because the CFO is not responsible for UMG accounts. " How would you know, is it pretty much always required, and can you preempt?
  1. You can now purchase the items using UMG funds.
Discuss.gif "You would manually make up a purchase order" - How? Is that process used for other things? If so should break out to its own page...

and send it to the vendor (listed on your quote or listed on the Digital Health webpage).

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