Process for ordering and delivery of IT equipment
Here, the procurement process for purchasing IT equipment from the IT department is described.
You will find information on what is communicated to the buyer, manager, and purchasing coordinator at each respective stage.
Click on each step for more information
1. Get approval from your manager
Responsible: Buyer and manager
Before an order is placed:
- You, as the buyer, must contact your manager for approval.
- You must ensure that the Raindance project number is valid and that sufficient funds are available.
2. Order
Responsible: Buyer
You order your IT equipment via the Support Portal.
Information sent:
- You will receive an email confirmation that the order has been received by UIT.
- Your manager will receive an email confirming that the purchase has been approved and indicating which Raindance project number is to be used.
3. The order is verified by UIT
Responsible: UIT
UIT verifies:
- That the order is correct
- Any applicable IT fees
- That the products comply with the university’s standards
If necessary, you as the requester will be contacted for dialogue regarding products, choices, or any uncertainties.
4. UIT places the order in Proceedo
Responsible: UIT
Information sent:
- You will receive an email with the following text:
“The order has now been placed in Proceedo and requires approval.”
5. The manager approves the order in Proceedo.
Responsible: Manager
The order must be approved by your manager in the e‑procurement system Proceedo.
6. The order is sent to the supplier
Responsible: Contracted supplier of IT equipment.
7. IT equipment is delivered to the university
Delivery takes place in two different ways depending on what you have ordered:
Computer
Responsible: UIT
UIT receives the computer and confirms delivery in Proceedo.
Information sent:
- Message to the requester:
“Your computer has been received by UIT and installation has begun.”
Other IT equipment
Responsible: Requester
Other IT equipment is shipped directly to the buyer at the department’s campus address, and the requester receives the equipment.
Information sent:
- The requester contacts the procurement coordinator for delivery confirmation in Proceedo.
8. Computer is handed over to the user
Responsible: UIT
The computer is handed over to the requester.
Information sent:
- Message to the requester:
“Your computer is ready and can be collected at [Service Point]. Current opening hours: uu.se/itsupport.”
9. The order case is closed
Responsible: UIT
The order case is marked as closed.
Information sent:
- An email to the requester containing:
- A link to support
- Guides (eduroam, EDUprint, OneDrive, email, software, etc.)
- Information on IT security and guidelines