1. How do I purchase a research or lab device?
  2. How does this procurement process benefit my department?
  3. What if we need a device not already approved by OIT?
  4. How do I obtain and manage a research device?
  5. How do we access our department's inventory and know which devices to replace?
  6. What if a device breaks during the 4-year cycle?
  7. What if we cannot afford to replace devices on schedule?
  8. Can we keep spare or old devices?
  9. How can I purchase accessories that aren't computers?

1. How do I purchase a research or lab device?

  1. Submit a ServiceNow ticket requesting to purchase a device. Select “lab” or “research” on the form for the device’s intended use.
  2. OIT reviews the ticket and communicates with the requester about the device’s intended use and other specifics, such as the model or number of devices needed.
  3. OIT creates a shopping cart based on information gathered from the ticket requester.
  4. OIT assigns the shopping cart to the requesting group’s administrator or other designated employee.
  5. The assigned employee accesses the shopping cart via UTShare or Mav eShop and completes the procurement.
  6. OIT schedules delivery or pickup with the new device custodian via a Microsoft Bookings appointment.
  7. The requesting department’s cost center or to other authorized funding source is charged for the purchase. Labs will continue to be funded locally.

2. How does this procurement process benefit my department?

  • Lower costs: Up to 25% savings via negotiated pricing
  • Faster access: Devices pre-staged and ready, typically within 1–2 days
  • Better compliance: Security baselines enforced centrally
  • Less departmental staff burden: OIT handles procurement, assignment, configuration, warranty, patching, and surplus
  • Simplified planning: Standardized refresh cycles support budgeting

3. What if we need a device not already approved by OIT?

OIT’s catalog includes standard, high-end, and research-tier devices. Custom configurations may be requested through the ServiceNow ticket, and OIT will discuss the request via a DSA or other departmental representative about the need, intended use and compliance standards.

4. How do I obtain and manage a research device?

Computers used for research can be requested for purchase through a ServiceNow ticket. Research devices must meet UTA’s configuration, security and lifecycle standards. OIT will assist in aligning these purchases and ensuring proposals include appropriate lifecycle funding. In limited scenarios where a device does not meet the requirements, a Security Exception Form must be submitted, reviewed and approved by OIT.

5. How do we access our department’s inventory and know which devices to replace?

OIT provides periodic reports to each department with current device status, lifecycle timelines, and replacement planning tools. OIT maintains a central inventory and publishes annual replacement lists based on age, condition, and compliance status. Departments will review and confirm these lists each fiscal year.

6. What if a device breaks during the 4-year cycle?

OIT will coordinate warranty repairs or replacements. To minimize downtime, a swap device may be provided from inventory. However, a swap may not be available for specialized equipment.

7. What if we cannot afford to replace devices on schedule?

Departments are expected to budget annually—using either recurring or one-time funds—for device replacements on a continuous four-year refresh cycle. This standard is part of the cost containment and operational efficiency measures announced by President Cowley on June 16, 2025.

In situations where funding limitations create challenges, departments must work with their leadership to prioritize compliance. Devices that remain in use beyond their lifecycle may pose security risks. In limited cases, an approved Security Policy Exception may be required to keep unsupported devices in service, but this should not be considered a substitute for planned replacement.

8. Can we keep spare or old devices?

No. To maintain security, compliance, and accurate inventory tracking, departments are not permitted to retain surplus or unused devices. OIT will centrally manage device backstock and coordinate assignments to end-users as needed.

All device replacements, surplus, and repurposing must go through OIT to ensure adherence to university standards and to prevent unmanaged or non-compliant endpoints from remaining in service.

9. How can I purchase accessories that aren’t computers?

Accessories and non-computing items can be purchased in the Mav eShop as ususal.