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Overview illustration of the current TDx Workflow
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What Does MWS Depot Buy and Not Buy for our Customers?
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Depot Buys:
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Depot Does Not Buy:
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What About ITS-Digital Signs and ITS-PCI Service Machines?
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Requests received by NIT or Depot to buy new or replacement Digital Sign computers should be re-assigned to the ITS-DigitalSign team. That team is trained to submit MiWorkspace IT Hardware Purchase Requests in TDx upon completion of their engagement with the customer, if needed. |
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Requests received by NIT or Depot to buy new or replacement PCI computers should be Cancelled with a comment to the customer on how to initiate the PCI Request: ➡️ Send an email to ITS.PCI.MerchantSupport@umich.edu |
Getting Started with the Order Request in TDx
Requestors are the point-of-contact for the Loaner; this can mean any of the following:
Hardware End User, if they are the most appropriate person to receive updates
Delegate, such as an executive admin to avoid contacting a VIP
Unit contact, when they are a recognized hardware Approver or coordinator for the Unit
The Request stays assigned to NIT while some tasks will be created for Depot by the workflow or ad hoc
All MWS Purchase Requests start by asking NIT to verify the Request Info via the first Task ⬇️
NIT Verify Hardware Task
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This Task must remain open until NIT has collected the following information |
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If Depot does not receive sufficient information when their task generates, the Inventory, Build, and Logistics teams will be reaching out to clarify all of this information, creating unnecessary delays |
Depot MWS IT Hardware Purchase Task
- Based on the Pre-Approved field in the Request Info:
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Depot will build one-or-more carts via Tech Shop or M-Marketsite, or request custom quotes from vendors to comprehensively include all requested in-scope items
Depot will Update the Request and send cart/a message with the cart file attached to get approval
Depot will attach a copy of the cart as a PDF or PNG screenshot at this stage or the previous step
Place the Order
Track the Order and provide UpdatesOnce approved, Depot will place the order with all required vendors and ensure the Request reflects this
Depot will track the order and provide updates in the ticket at important milestones or upon request
As hardware arrives, the Depot Inventory team will create ad hoc Tasks for Depot Build and Logistics teams as needed
Once all ordered items have arrived, the Depot Inventory team will Mark Complete the Purchase Task and assign the next and final task in the workflow ⬇️
Depot Verify Task
This is the last programmed task in the workflow
Any ad hoc tasks will exist until they are Marked Complete 100%
Changes from Previous WF & Other Notes
Previous Workflow | New & Improved Workflow |
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NIT was required to provide Build Info for the computer(s) when applicable, but there was no standard location for it in the Request Form to park this information in a consistent and highly visible manner | New Build Info fields have been added to the Technician Visible Only section of the Request Form, so that NIT has a place (with Help Text examples) to put this critical info, and the customer will not be confused by seeing the fields |
Depot Inventory staff were hesitant to close the MWS IT Hardware Purchase Task assigned to ITS-DepotInventory when all items had been received because there were no further Depot tasks in the workflow and the team would lose visibility. | New Depot Verify Task allows any Inventory team member to confidently close the Purchase Task with comment, since the New Task will act as a failsafe or sanity check for the Purchaser to retain visibility on the Request through to completion. |
Some Unit Approvers and Financial Liaisons would reach out to NIT or Depot to gather qualitative information on the purchases Depot made against shortcodes for their group. This was because the information was not available on the ITS Client Portal. | The Request Info fields on the form have all been marked Visible on the ITS Client Portal - NIT or Depot can add Unit Approvers and Financial Liaisons as Contacts for the Request ad hoc to give them access to view the specific Request in the ITS Client Portal. |
Depot Inventory staff would Edit the Request and put the vendor PO Number information in a variety of places, such as the Title or the What to Order section of the Request | New PO Number(s) field added to the Request Form. Field data is Visible in the ITS Client Portal but only TDNext Technicians may Edit the field. |