How to Buy a Computer

Overview

VUMC IT has a selection of computers for Medical Center workforce to choose from. Learn more about our Administrative Workstations, Clinical Workstations, and Virtual Machines here.

Special order computers are also available. To assure that you are making the correct request, review the VUMC IT computer requests below. Customer Relationship Managers are available to assist you with the process.

Please be aware that when you place an order for a workstation or other equipment that it may take up to four weeks to receive it. Orders placed at fiscal year-end and during the holiday season will take longer. Special orders can take up to six weeks or longer depending upon vendor availability.

1. Use this request for quotes on all administrative workstations

 All Administrative Workstations (AWS) – Quote Only

  • Quotes are for proposals or purchases that will be ordered later
  • We may also use quotes so that you can order accessories yourself
  • Quotes can be used for price comparisons

2. Use this request to replace an administrative workstation

 Administrative Workstation (AWS) – Replace Existing PC

  • Replaces existing equipment
  • Need name of computer being replaced in request

3. Use this request to purchase a workstation for a new employee

 Administrative Workstation (AWS) – Purchase New PC

  • This is a new PC or Mac
  • Does not replace existing machine
  • Such as for a new position
  • Putting this request in rather than a replace in error may cause delays

4. Use this request to purchase a monitor or a docking station

 Administrative Workstation (AWS) - Purchase Monitor or Laptop Docking Station ONLY

  • Use for purchase of in-stock
  • 24” monitors
  • HP UltraSlim docks
  • Dell wall mounts, consoles or behind the monitor mounts for micros
  • A 3 letter department code is needed. You may find this on the yellow sticker on your AWS which reads NLxxx where xxx is the placeholder for the department code.

5. Tolero Management

  • Use to make changes to billing
  • Use to change the name of the user or system location
  • DO NOT USE the Pegasus Tolero Application Data Change Request 

6. Use this request to remove old equipment

 Reclaim Devices - Clinical Workstations (CWS) & Administrative Workstations (CWS) 

  • Use this request for the removal or decommission of CWS/AWS PC or Print Devices (up to a quantity of 15)
  • Required approvals for your department should be followed to support fulfillment of this request

7. Pricing and Forms

  • The most current pricing for our standard machines is always available on the GHL Cost Worksheet.
  • If you need multiple machines please also complete the Request Multiple Computers spreadsheet. 
  • If you need to attach 1180s or quotes please note we prefer PDFs, but other formats are allowed. The TIFF format will not attach.

8. Other Requests

Read more about the computer purchase process in this Knowledge Article.

Browse the Computer Support FAQs that include information on the escalation process, prioritization, and more.

    1. Request is submitted.
    2. The Request is received by the team and checked for errors such as missing payment or incorrect Request Type.
    3. The Request goes into the NTT Workflow to be routed to the hub that handles the department's area and assigned to a tech.
    4. NTT acknowledges the request and moves it on.
    5. For Purchase of a New PC - Computer Implementation Services determines the availability of network connectivity, power, and desks, as well as the OU or department code while the Request Team begins sourcing equipment.
    6. If there is any special order equipment once the quote is obtained, higher levels of approval are obtained before sending information back to the Customer.
    7. Once the equipment is available, (usually immediately if it is standard equipment) the build begins.
    8. After the build is complete, a quality check is completed prior to sending to the requesting department.
    9. Shipping happens once a day via a courier through the Dell/NTT hubs.
    10. NTT techs have five business days from the day VUMC IT sends the equipment to contact the requesting department and set up installations.
    11. If a department has questions regarding an order, contact Dell.Escalation@Vanderbilt.edu.

     

    Please be aware that when you place an order for a workstation or other equipment that it may take up to four weeks to receive it. Orders places at fiscal year-end and during the holiday season will take longer. Special orders can take up to six weeks or longer depending upon vendor availability.

    1. What are you ordering?
    2. Where is it going (Building, Floor, Suite, Room or Cube)?
    3. Who approved this purchase?
    4. Cost centers (both purchase and support).
    5. Payment type (1180, GHL or Special order).
    6. Department code – 3 letters following NL on computers in your group.
    7. If your order if for a laptop, do you need a docking station?
    8. End user’s name and VUNet ID.
    9. Any additional info we need to build the machine such as software or configuration requests.

    Please be aware that when you place an order for a workstation or other equipment that it may take up to four weeks to receive it. Orders places at fiscal year-end and during the holiday season will take longer. Special orders can take up to six weeks or longer depending upon vendor availability.