Departmental IT Purchasing Portal

Transcription

1 USER GUIDE Contents Overview... 1 Placing Orders for IT Purchases... 2 Requesting a Special Order or Item... 5 Tracking Your Orders... 6 Organizing Order Information... 7 Frequently Asked Questions (FAQ)... 9 Overview The Michigan Medicine (MM) Departmental IT Purchasing Portal website facilitates computer hardware purchases. ( The Portal unifies and replaces some of the previously used procedures and systems to purchase information technology (IT) items. The site contains approved standard hardware models and compatible peripherals. Computers purchased from this site will fully support the Health Information Technology and Services (HITS) Core Windows or Core Mac images. This guide steps you through the following procedures: Placing orders Requesting special orders Tracking orders Organizing order information In addition, a Frequently Asked Questions (FAQs) section addresses some of the most common questions customers ask when using this purchasing portal. Before you begin, we recommend you gather the information listed below, which will be necessary for building your order. Item(s) to order. Quantity(s) needed. Name, address, and contact information for the person to whom this order will be delivered. Note that all items in a single order will be delivered to a single location. Revised: Dept_IT_Purch_Portal_UG.docx Page 1 of 9

2 Shortcode to be billed. The approver information for the shortcode entered will auto-populate. You have the option to update the approver s phone number, if needed. For Special Orders: If you wish to discuss non-standard hardware or would like to request a hardware consultation, please select the Special Request or Item link on the site. Placing Orders for IT Purchases Use the following procedure to place an order: 1. Go to the MM s Departmental IT Purchasing Portal at 2. Log into the Portal using your uniqname and Level-2 password. The MM Departmental IT Purchasing Portal window displays with visuals of the most common items ordered via the portal. 3. Find the item(s) you want to purchase (A) and specify the quantity needed (B). For information on special orders, see Requesting a Special Order or Item, later in this guide. In the upper right corner of the window, the number of items in your cart updates as you add items. Revised: Dept_IT_Purch_Portal_UG.docx Page 2 of 9

3 4. Click the cart icon in the upper right corner of the window to display the Order Summary/Confirmation window. Checkout Cancel Order 5. Click Checkout to continue. The Order Detail window displays to continue the checkout process. NOTE: If you prefer to empty your card and discard your request, click Cancel Order instead of Checkout. Submitter Information Funding Source Deployment Information Revised: Dept_IT_Purch_Portal_UG.docx Page 3 of 9

4 6. Complete the fields in the Order Detail window. All fields, except Comments About the Order (Optional), are required. HINT: In each section, type in the uniqname field first; some fields auto-populate after you type in a uniqname. A. Submitter Information: The information in this section auto-populates the following, based on your login information: Your uniqname, name, address, phone number. Add (optional) comments about the order, if necessary. B. Deployment/Delivery Information: Type in the contact s uniqname first to auto-populate name, , and phone number. Select the building name and room number from drop-down lists. C. Funding Source: After you type in the appropriate shortcode, the remaining fields in this section will auto-populate. These include: department, approver s uniqname, name, address, and phone number. (You may add or edit the telephone number if it does not auto-populate or needs to be updated.) 7. Click Submit Order. Your order will display on the screen. From there, you can click the Return to Catalog link below the order to return to the IT Purchasing Portal. You will receive an automated acknowledging receipt of your order. You can track the progress of your request using the View Orders functionality. For more information, see Tracking Your Orders, later in this guide. Following is a sample and a sample of the order details attached to the . Revised: Dept_IT_Purch_Portal_UG.docx Page 4 of 9

5 8. Click the More icon ( ) in the upper right corner of the window to select View Orders or Logout. Requesting a Special Order or Item Use the following procedure to request a special order or item that is not offered in the Michigan Medicine Departmental IT Purchasing Portal window. 1. From the Departmental IT Purchasing Portal window at scroll to the bottom to view the Special Request or Item box, which looks similar to the following: 2. Type in the details about your special order. Include as much detail as necessary to ensure IT Purchasing staff can select exactly the right item for you. It is helpful to include links to websites for the special order item(s) you need. IMPORTANT: Michigan Medicine staff are required to buy from U-M Strategic Supplier vendors whenever possible, in this case HP and Apple. IT Purchasing staff can help you select the item(s) that best meet your needs. Revised: Dept_IT_Purch_Portal_UG.docx Page 5 of 9

6 3. Requests for consultation may also be entered in the Special Request or Item box. 4. Click Submit. As with the standard orders, you will receive an automated acknowledging receipt of your request. You can track the progress of your request using the View Orders functionality. For more information, see Tracking Your Orders, later in this guide. 5. Click the More icon ( ) in the upper right corner of the window to select View Orders or Logout. Tracking Your Orders Use the following procedure to track your orders: 1. From the Departmental IT Purchasing Portal window at click the More icon ( ) in the upper right corner of the window and select View Orders. Order summary line Revised: Dept_IT_Purch_Portal_UG.docx Page 6 of 9

7 2. Click once on an order summary line in the upper left corner of the window to view a pop-up window showing the order details. Order History Comments 3. Click Order History (A) or Comments (B) to see additional detail. 4. Click Close to exit out of the detail for that order. Organizing Order Information The right side of the View Order window contains filter fields and tools to organize and view IT purchasing activity. You can filter searches of orders by order number, order status, and shortcode. - Filter statuses include: approved, completed, denied, and submitted. You can also filter by delivery location (building and/or room), department, submitter, approver, and contact person. In addition, you can use three tools to set dates, set a cost range, or export to a.csv-formatted file.. Revised: Dept_IT_Purch_Portal_UG.docx Filters and tools Page 7 of 9

8 To filter your order information, use the following procedure: 1. Click on any combination of the filter fields to set your filters. 2. Click Set Date Range or Set Cost Range to display an associated pop-up window to select your date or cost criteria. Following are samples of these pop-up windows. 3. If setting date or cost ranges, fill in the appropriate fields in the pop-up window(s) and click OK. NOTE: When entering dollar amounts, do not include commas. The orders displayed on the left side of the View Order window will be updated to reflect the filter, date, and cost options you selected. To export current orders to a.csv-formatted file: 1. From the View Orders window, filter the orders you wish to view and/or export. 2. Click the Export CSV tool to export your orders to a.csv-formatted file. 3. Use your browser s export functions to indicate whether you wish to view or save the file. Revised: Dept_IT_Purch_Portal_UG.docx Page 8 of 9

9 Frequently Asked Questions (FAQ) How do I update a submitted request? Please send an to <mmdp-support@med.umich.edu>. Include your order number and all necessary detail about your update request. How do I cancel a request? Please send an to <mmdp-support@med.umich.edu>. Include your order number and any necessary detail about your cancelation request. What if I need to talk to a human being? Please send an to <mmdp-support@med.umich.edu>. Describe what you need to discuss and provide your telephone number and the best times to reach you. How do I indicate that my need is urgent? You may add a comment to the Comments About the Order (Optional) box on the Order Detail page (see page 3). You may also send to <mmdp-support@med.umich.edu>; please include your order number, if available. May I continue to place orders for Apple IT items directly with Computer Showcase? Yes both for personal purchases and for departmental purchases of Apple products not offered on the Departmental IT Purchasing Portal. Please follow your normal departmental procedures for placing Computer Showcase orders for departmental purchases. May I continue to place orders with MarketSite vendors for IT items not offered on the Departmental IT Purchasing Portal website? Yes please follow your normal departmental procedures for placing MarketSite orders for purchase of IT items not offered on the Departmental IT Purchasing Portal. Revised: Dept_IT_Purch_Portal_UG.docx Page 9 of 9