PC Process

**Please review Corporate Policy 5-1-10 Personal Computers before ordering a PC**

Should you order a desktop, laptop or Target 4?

Desktop - this configuration will meet the business needs of the majority of employees in Louisville. Individuals who occasionally need a laptop for travel or a special project can check one out of the loaner laptop pool.  The monthly charge for a desktop is approximately $35.

Laptop - To be eligible for a laptop, the following guideline must be met:

• work over 15 hours per month from home; or
• travel more than 10 weeks per year; or
• be frequently on-call

The monthly charge for a laptop is approximately $70.

Target 4 - This is a high end graphics workstation for users of PRO E software.  The monthly charge for a Target 4 is approximately $200.

Please fill out the appropriate PC Request Form.  For new hires, at headquarters and in the field, the request cannot be fulfilled until an ID has been created for the user.  Please open a ticket with the Enterprise Support Desk to have this completed as soon as possible.

North America PC Request

Headquarters PC Request

Note: the form must be filled out in the name of the person who is receiving the machine.

Note: 17"Monitors, keyboards & mice are only provided for new hires at headquarters.  Users who are replacing an existing machine will continue to use their current peripherals.

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PC request form submitted:

Headquarters Only:

Request goes to manager for approval, manager forwards request to ITSG Representative to ensure form has been filled out completely and correctly.  The request will then be placed on a PC allocation sheet.

Requests are pulled off allocation sheet based on need (i.e. new hire) and current PC status.

All Users:

Order is placed, user will be notified via e-mail that their new PC is on order and their password will be reset.  Note: From the time the order is placed, it is a 5 to 10 day process for the new PC to be delivered.

HQ employees will be contacted by Deployment to schedule a time for the new PC to be delivered.  All data must be backed up or moved to the network before delivery can be completed.  If you need assistance, please contact the Enterprise Support Desk (x3HELP).  When the new PC is delivered, the old PC will be removed.

Field employees must sign for their new machine (signature on file will not be acceptable for PC shipments).  You will then have 3 business days to return your old machine to headquarters. 

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I need a lab machine 

It is important to understand that lab machines do not have a standard configuration and are not supported by the Enterprise Support Desk.

Please use the subsequent steps to order a lab machine:

1. Complete the appropriate AR/PR indicating it is a request for a lab machine. Do not fill out a PC request form.

2. Route to your manager and financial analyst for approval.

3. Route to your organizations' Information Technology Standards Group representative for approval.

4. Information Technology Standards Group representative will send the approved requisition to IS Managed Services for approval and routing to Procurement.

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I have a machine I would like to transfer to another employee 

We ask that you do not transfer PCs from one user to another.  If you have an employee who needs a PC (or needs a better machine), please submit a PC Request.  We are better able to maintain our software licensing and PC standards if unused/extra machines are returned to Deployment and either re-configured for another user, returned to the Lessor or retired.  This also ensures that employees are receiving machines that are in good working condition and configured specifically for their needs.

If you are a headquarters employee, please call the Enterprise Support Desk (3-HELP) to open a ticket or create a ticket online to have unused assets and accessories returned.

If you are a field employee, please use the IS Managed Services Asset Return Form to return unused assets to headquarters.

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I need a temporary PC for travel or while my current PC is being fixed 

There is a Loaner Laptop program available for employees at headquarters.  Laptops may be used for up to two weeks while you are traveling or while your PC is being fixed.  Please submit a PC Loaner Request form.

If you are a field employee, there is a 'Hot Swap' program available for you to use.  Please call the Enterprise Support Desk (800.688.7408) to determine if you need a 'hot swap'.

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Frequently Asked Questions: 

How do I return a PC that is no longer being used?

If you are at headquarters, please open a ticket with the Enterprise Support Desk (x34357 or online) to have the PC and all accessories picked up and returned to Deployment.  Please include the asset/serial number, make/model, location, point of contact and a list of everything that needs to be picked up.

If you are a field employee, please use the Asset Return Form to return unused assets to headquarters.

My PC has been stolen, what do I do?

If the incident has occurred outside of the headquarters campus:

Contact your local police department immediately and file a report.  You need to contact Corporate Security (303.661.4658) and fax them a copy of the police report (303.661.7158)  The report will then be forwarded to Risk Management and IS Managed Services.  

If the incident has occurred at headquarters:

Contact Corporate Security (303.661.4658) to report the theft.

You must also fill out a Property Retirement Notice and forward it to Connie Burkhard (Risk Management) whether you are a field or headquarters employee.

Submit an order for a new PC.

I am having problems with my PC...

Open a ticket with the Enterprise Support Desk (HQ - 303.673.4357 or Field - 800.688.7408) and be as specific as possible with the problems you are experiencing.  Be prepared to give the asset and serial number of your PC.

How do I find out what assets are being charged to my div/dept?

Please send an e-mail with your cost center to Michelle Ping.

What if I'm a HQ employee and need a hardware upgrade for my PC?

You can open a ticket with the Enterprise Support Desk or you may submit a PC Hardware Upgrade form.

There is additional software that I need to do my job, how do I get it?

Open a ticket with the Enterprise Support Desk (3-HELP) or online, with the software you are requesting.

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