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Document Overview

 

Title Leasing schedule for research and postgraduate computers.
Overview Lease documentation generation to support timely leasing of computers
Preconditions: Access to sharepoint. Access to Kaos. Access to askit.
Intended Audience: Sector Leads. All Science IT staff involved in leasing and lease role overs.

Document Detail

 

Area: Leasing computersNew staff and postgraduate student induction. Status: <Document Status> -In DesignUnder ReviewLiveObsoleteArchive

 

Owner: Terry Gruijters Release Date: <Release Date>
Author: Terry Gruijters Last Reviewed: 12 Dec 2012

 

Support Note Detail

Leasing schedule

for research and postgraduate computers.

Abbreviations and terms used:

Quarter 1= Q1=January, February, March

Quarter 2= Q2=April, May, June.

Quarter 3= Q3=July, August, September

Quarter 4= Q4=October, November, December

Kaos= the Filemaker Pro database of leases maintained by Science IT

FOS= Faculty of Science

CEA= Capital Expenditure Authority

askit= servicenow tool at http://askit.auckland.ac.nz/

sharepoint= Science IT sharepoint https://share.auckland.ac.nz/sites/science/IT/SitePages/Home.aspx  .

Lease requests/roll-over process documentation time lines

To order new or replace old leased computers for each quarter in a timely fashion do the following.

  1. Create an MS office *.xlsx spread sheet for each quarter and each sector in sharepoint at least six months prior to the end of the quarter with computers being leased.

The name of the spread sheet should reflect the content of the form eg psy-requests-&-returns-Q1-2012.xlsx . Early requests may necessitate the earlier establishment of the spread sheet. For example Q1 2013 spread sheets should be available for editing at the beginning of Q3 2012 or earlier if a request for leases in Q1 2013 are received earlier. See examples here https://share.auckland.ac.nz/sites/science/it/Sector%20100200/Forms/AllItems.aspx .

  1. Create a section of the quarterly spread sheet for new leases.

That is a group of spread sheet cells outlining leases for new staff or postgraduate students Science IT staff are told to expect. This section is established as soon as the spread sheet for each quarter and each sector is created. Examples are here https://share.auckland.ac.nz/sites/science/it/Sector%20100200/Forms/AllItems.aspx

  1. Create a section of each quarterly spread sheet that is populated from the “Kaos” application with leases due to expire in that quarter.

Create this section as soon as the spread sheet is created. Examples are here https://share.auckland.ac.nz/sites/science/it/Sector%20100200/Forms/AllItems.aspx

  1. Query and advise new staff as to the type of computer required.

It can be difficult to contact staff and particularly new staff that may have signed contracts but not arrived on campus. Best effort is required and advice taken from departmental management when in doubt. New staff are more likely to get special allowances above standard FOS leases at the discretion of management to ease their transition between employers.

  1. Query existing staff as to the necessity and type of replacement for existing leases.  Note the results in the spread sheet.

If the requests do not confirm to departmental FOS guidelines refer the request to the appropriate departmental management.

  1. Log all requests for new computers or replacement for existing computers immediately using the appropriate quarterly spread sheet and into askit. Requests are to be logged by the Science IT person receiving the request.

The appropriate quarterly spread sheet to log the request in is the spread sheet for the quarter prior to the quarter the new student or staff member is inducted and intends to start using the computer. For example a student due to start in Q1 of 2014 should have the request for the computer logged in the spread sheet for Q4 of 2013. If the person requiring a computer has already arrived the request is logged into the current quarterly spread sheet.

  1. Log all askit requests for computers http://askit.auckland.ac.nz/ into the spread sheet as soon as the request is noticed. Requests are to be logged by the Science IT person receiving the request or picking up the askit call.

The appropriate quarterly spread sheet to log the request in is the spread sheet for the quarter prior to the quarter the new student or staff member is inducted and intends to start using the computer. For example a student due to start in Q1 of 2014 should have the request for the computer logged in the spread sheet for Q4 of 2013. If the person requiring a computer has already arrived a request is logged into the current quarterly spread sheet.

Create CEA’s reflecting leases required for a pending quarter using Kaos six weeks prior to the quarter. CEA’s are immediately printed out and submitted for the appropriate approvals.

For example Q2 leases should be compiled and entered onto a CEA with attached quotes 6 weeks before the end of March. Science IT Sector Leads should initial the CEA and send to the appropriate Head of Department for signing followed by the Science IT business manager. The CEA should then go to the FOS finance office to complete and execute. Obtaining signatures can cause considerable delays but should be obtainable in most cases within 5 working days.

  1. Create CEA’s reflecting leases required for a pending quarter using Kaos six weeks prior to the quarter. CEA’s are immediately printed out and submitted for the appropriate approvals.

For example Q2 leases should be compiled and entered onto a CEA with attached quotes 6 weeks before the end of March. Science IT Sector Leads should initial the CEA and send to the appropriate Head of Department for signing followed by the Science IT business manager. The CEA should then go to the FOS finance office to complete and execute. Obtaining signatures can cause considerable delays but should be obtainable in most cases within 5 working days.

  1. Start deploying new computers as soon as they arrive.

Follow the standard deployment procedures which at the time of writing are not reference able.

  1. Retrieve computers whose lease is about to expire at the time the new computers are issued. If the computer is not forth coming in the first couple of days make a note in Kaos the reasons behind it and move on the next lease. Four weeks before the end of the quarter the lease expires revisit the un-returned leases.

Reluctance by customers to give up the old computer is one of the biggest challenges faced in the lease role over process. A common reason may be that the person is under pressure to meet a deadline such as thesis submission. For problems with students refer to their supervisor for help. People may simply be insecure giving up a trusted piece of equipment that has served them well over many years. A good approach is to repeatedly offer to assist in moving files off the old computer and helping to install specialist programs on the new computer as required.

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