Step

Responsible Party

Action

1.

Requesting Employee / Business Unit

Identify computing resource need.

Complete DHS 0075, Hardware/Software Purchase Business Requirements form.

Obtain supervisor approval to proceed with request.

Forward request via e-mail to OIS (Request, Computer).

2.

OIS

Assess request for appropriate solution; use criteria* below

• Solution available with established IT standard
• Solution available within OIS inventory
• Funding availability

*NOTE:  Situations that will cause consideration for acquiring a brand new desktop solution include the following.  The existing situation does not guarantee acquisition of a brand new desktop solution.   

• Existing desktop has reached 4-year lifecycle
• New hiring for a newly created position
• Specific technology cannot be met by existing in-house technology

Respond to Employee / Business Unit with determination of assessment

3.

OIS

If no purchase required: 

• Create Help Desk activity (if solution requires one)
• Transfer, transport, or prepare necessary equipment for resolution of request
• Document action in asset inventory system

4.

OIS

If purchase required: 

• Purchase using Visa (SPOTS Card) or through Boise; go to Step 6
• If a Purchase Order is required to obtain the merchandise, send "DHS Technology Request" form DE0004 to Office of Contracts and Procurement (C&P) with supporting documentation

5.

C&P

Purchase Order:

• Using ADPICS, create Purchase Order based on information contained in form DE0004 and supporting documentation
• Send completed Purchase Order to Vendor
• Send confirmation e-mail to the DHS employee listed as the person to receive the shipped merchandise
• If the shipping receiver is different than the requesting employee/business unit, send a copy of the confirmation e-mail to OIS

6.

OIS

Receiving Merchandise:

• Verify order/shipment.  Work with vendor to resolve any order issues
• If merchandise is result of Purchase Order from Step 5 above, send e-mail, using reply feature, to C&P indicating receipt of order.  NOTE:  C&P Staff will prepare an electronic receiving document within ADPICS upon notification of merchandise receipt. 
• Verify invoice.  Work with vendor to resolve invoice issues
• Transfer, transport, or prepare equipment for resolution of request
• Document action in asset inventory system

Validate with Employee / Business Unit success of solution