[DRAFT] MiWorkspace IT Hardware Purchase

Owned by Kristen Nemchik Bolger
Nov 13, 2023
3 min read

TDX KB 698 - Which Hardware is Certified for New MiWorkspace Computer Orders?

TDX KB 509 - MiWorkspace Hardware/Equipment Order Request

Overview illustration of the current TDx Workflow

What Does MWS Depot Buy and Not Buy for our Customers?

Depot Buys:

  • Computers from M-Markesite provided by UofM Strategic Suppliers under contract or Tech Shop

  • Computer-related hardware, such as

    • Docking Stations

    • Monitors

    • Keyboards & Mice

    • Computer adapters

What About ITS-Digital Signs and ITS-PCI Service Machines?

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

  • All Purchase Requests need the following verified:

    • Items and Quantities to be ordered

    • Unit Approver and Shortcode (if known)

  • Purchase Requests that include computers also need the following info verified:

    • Computer specifications

    • Function(s) and Assignee(s) for the TDx asset record(s)

    • Build Group (Otto or Izzy) - unless it is for stock, or to be Unmanaged

  • Marking Complete this task will immediately spawn a Task to Depot Inventory to begin the order

Depot MWS IT Hardware Purchase Task

  1. Based on the Pre-Approved field in the Request Info:

  • If No or Empty, Depot will proceed to Step 1

  • If Yes, Depot will proceed to Step 3

  1. 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

  2. send cart/get approval

  3. Depot will attach a copy of the cart as a PDF or PNG screenshot at this stage or the previous step

  4. Place the Order

  5. Track the Order and provide Updates

  6. As hardware arrives, create ad hoc Tasks for Depot Build and Logistics teams as needed

  7. Once all ordered items have arrived, Mark Complete the Purchase Task and assign the next task

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

Previous Workflow

New & Improved Workflow

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.