Procurement Requests

Summary

The main role of the Computing Support Officers responsible for procurement is to help staff and postgraduate students within the School of Informatics to purchase IT, AV, robotic and electronic equipment along with accessories. The process involves advising staff on detailed specifications where required, placing orders, receiving goods and ensuring that items are added to the inventory system using Tartarus.

Generally, any smaller items costing less than 100 can be ordered via either of the admin offices.

All purchase requests should be recorded within RT and will be given a unique RT number. The purchases queue has specific custom fields associated with it:

  • Comments
  • Purchase Order (PO)
  • Purchase Date
  • Purchase Status

Any requests made verbally or via a personal email should not be processed until an RT ticket is created. All correspondence regarding the purchase must be done via the RT system. If any correspondence is sent to a personal email account, this should be copied and pasted to the ticket.

There is documentation for users wanting to make purchase requests on computing.help:

IT procurement

which includes information on existing contracts, buying off contract and useful links and contacts.

Processing a request

  • Make sure what the requestor is asking for. If there is any doubt, ask the requestor for clarification. Do not make assumptions!
    • Sometimes users can be very explicit in what they are asking for but often you need to ask some pertinent questions * - what's your budget?, what O/S are you planning on using?, what is the machine for?, where is the machine to be located? ....
  • Ensure you find out which budget the purchase is to be charged against.
  • Find a supplier
    • We should always try to use the frame-work suppliers. For desktop and servers, if requirements are not met we can always email the frame-work suppliers and see if they can provide what the user requires.
    • If an item cannot be purchased from our contracted suppliers, we need to obtain 3 quotes on open market. If this is regarding a computing system, the requestor must justify why they cannot use a machine provided by a contracted supplier and Head of Computing must also authorise the purchase.
    • Once we have 3 quotes, we need to consider a number of factors in choosing the supplier - cost, warranty policy, ETA for delivery etc. If there is any doubt as to which supplier to use, speak to Head of Computing. All 3 quotes should be attached to the RT ticket.
  • Make sure budget is available
    • When we have chosen the supplier and know the exact price, we need to get approval and budget codes from the portfolio manager or the authorised signatory. We need to provide them with all the details and quote the initial request. When the budget is coming from an Institute that is split between two portfolio managers and the requestor does not know who is handling their grant, both should be cc'd when we ask for budget codes.
  • When a portfolio manager or other authorised signatory provides budget codes, that means they approve the purchase.
  • At all stages, remember to update the status of the RT ticket e.g. 'awaiting quote', 'awaiting budget code' etc

* Expanding on what questions need to be asked:

  • If request is for a self-managed server, the purchase cannot be made until it is confirmed that there is space available in the self-managed server room. The Infrastructure Unit are currently in charge of space allocation within the self-managed server rooms so they should be contacted within the RT ticket (by adding a comment and cc'ing the Unit).
  • If request is for a DICE machine that doesn't fit into the SelectPC category, then before purchasing the item, we must check with the MP Unit that it is compatible with DICE. This should also be done within the RT ticket by adding a comment and cc'ing the MP Unit.

-- AlisonDownie - 27 Nov 2019

Topic revision: r6 - 04 Dec 2019 - 09:53:56 - AlisonDownie
 
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