CWP Ordering Procedures & Workflow

Before Ordering:

Each CWP Administrator will have a list of eligible CWP recipients. This will be provided to them by the Campus Workstation Program (CWP) annually (each fiscal year) on behalf of Human Resources.

Each CWP Administrator will be given an allotment of funds to be spent that fiscal year on CWP approved systems which they (or the user) select from the list of approved manufacturers/vendors.

Choosing which approved systems are available can be done a number of ways. Primarily you will have Procurement Services and their web site at your disposal, but you may also rely on consulting assistance from the following individuals: Jonathan Hall - Manager, Campus Workstation Program; or Daniel Brewer - Sr. IT Procurement Specialist, Procurement Services. Your CWP Administrator or internal IT contact may also be able to assist you with determining what system fits you and your needs best.

Placing a Request for a CWP System:

We ask that the CWP Administrator or their contact designee only submit an approved order request for a new CWP system. The order request should be made electronically to cwp@nd.edu so that each request can be associated with a time and date stamp. Each request should follow these steps:

1. Utilize one of the above mentioned Procurement Services web sites or consulting contacts to prepare your system quotation or item information. Once this quote or item is selected, have the CWPA email it to cwp@nd.edu
2. CWP Administrator's, please include in your email the following information:
   • CWP Recipient Name
   • CWP Account number to be charged
   • The dollar amount to be charged towards that CWP Account number
   • If split account, provide account numbers and dollar amounts for each
   • System Quote Name or Number or specific Item Part Number(s), manufacturer/vendor name and/or short description of item would be helpful if no quote exist
   • Any other information you feel is important to convey your order request clearly

Validating the Request:

Upon receiving an order request, the CWP Coordinator will verify CWP recipient eligibility and that there are sufficient funds in the academic/business unit's budget account (this validation should also be "double-checked" by the CWPA prior to order submittal; the CWP Coordinator is not responsible for over-drawn accounts).

Upon such verification, the CWP Coordinator will:

1. Send a reply email to the CWPA or contact confirming the receipt of the order request
2. The CWP Coordinator will process the order and act as your contact for order status.

CWP Recipient and CWP Administrator Responsibilities:

1. Soon after a new CWP system order has been placed, the CWP Coordinator will make an on-site visit to the CWP Recipients location; this is known as a "Pre-Installation Visit". A "Pre-Installation Visit" with the recipient allows for any questions or installation requests to be made prior to the actual day of installation. This visit usually takes 10-15 minutes so that the following information can be collected:
   • Existing system information - What needs to be kept from it and moved to the new system (data transfer, etc.)?
   • Recipient preferences - What does the user expect (preferences toward email client, word processor, network printer settings, etc.)?
2. The gathered information is provided in advance to the service technician(s) that will be performing the on-site set-up and installation of your new CWP computer.

Installation of New System by CWP technicians:

1.  The installation date will be scheduled by the CWP Coordinator on or soon after the Pre-Installation visit has been complete.
2. Computer installations will vary in time based upon what needs to be done, but usually they are scheduled for 3 hours. The CWP recipient is asked to be present in order to provide input into the process, including passwords, last-minute preferences, and their signature approving work done.
3. The replaced machine, referred to as a trade-in, can be removed by the technician(s) unless other arrangements have been made with the recipients department/business unit. If end-users prefer to purchase their old CWP machine; this will be handled thru ND Surplus Property and not thru CWP.

Any clarification of this process can be discusses with the CWP Coordinator.