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Process for Penn State IT in Earth and Mineral Sciences Staff to handle computer purchase requests

Definitions

• Individual – faculty, student, staff who needs a computer
• EMS IT – Penn State Academic IT staff located in the College of Earth and Mineral Sciences
• PSU Buy – Penn State’s purchasing website
• Team Buying Shopping Cart – option in PSU Buy to share shopping carts with units
• Cost Collector Information – Internal Order or Cost Center to charge
• EMS Financial Coordinators – Currently Kati Taylor and Samantha Yon
• EMS Initiators – Currently Aime Jones, Kaytee Eckley, and Emilee Fisher
• PR – Purchase Request
• Ticket – Help Desk request for tracking

Procedure

1. The individual will submit a ticket to the EMS Help Desk by emailing orders@ems.psu.edu with cost collector information (if known).
   1. If a student opens a ticket on behalf of a faculty member, the student will need to include the faculty member’s contact information in the request.  EMS IT will add the faculty member as a requestor.
2. EMS IT will work with the individual to build a quote (using standard configurations when possible) and receive approval for the equipment ordered.  Approval will need to be in writing to the ticket.
3. EMS IT will add EMS Financial Coordinators to the ticket as Admin CCs.
4. EMS IT will either:
   1. Add the Dell e-quotes or quotes to the ticket as well as the shipping address for IT Office responsible.  Please use the office address of the EMS IT person for that department.
   2. Put the requisition in PSUBuy under a Team Buying Shopping Cart.
      1. Entering the EMS IT Delivery Address for configuration.  Please use the office address of the EMS IT person for that department.
5. EMS Financial Coordinator works with Department Budget Admin to determine cost collector (if not already provided).
6. EMS Financial Coordinator will ask EMS Initiator to process PR in PSU Buy, with EMS Initiator listed as the goods receiver (deliver to).  PSU Buy approval process begins and order is processed.
7. Computing equipment delivered to EMS IT. After delivery, EMS Initiator will mark the order as received in PSUBuy (not necessary for most catalog orders).  EMS Initiator will confirm receipt via email with EMS IT before processing confirmation.
8. EMS IT will open a new or sub ticket to track the build of the computer and delivery to the individual.