UMD's Designated Non-Capital Asset Purchasing Policies

With the changes that occurred recently regarding UMD's Designated Non-Capital Asset (DNCA, i.e. computer, servers, cell phones, tablets), the EIT Service Desk is now considered the Inventory Managers for UMD-owned equipment in our supported departments. With these policy changes, we are not able to submit purchase orders on behalf of others, per the DNCA policies. In addition, there are 3 approved methods for DNCA procurement. The ShellShop or PO are preferred (see the Ordering Process below), however "DNCAs are NOT to be purchased using a P-card, except in rare cases where this is the only purchase option available." Reimbursement for personally-funded purchases is also no longer allowed, as the EIT Service Desk understands it. Please reach out to your respective business office for more clarification. 

The Service Desk will still provide quotes (typically as a PDF) related to computing equipment for customers to use in requisition requests/forms. However, the actual requisition request should always be sent from the customer to the appropriate business office for the sake of proper record-keeping and financial account information.

If you're with Mechanical Engineering, we understand that this process will be new - please submit your request to either jstrahan@umd.edu or nkola@umd.edu, or submit your request through Procurify, if you have access to it.

The Service Desk should still be contacted following the arrival of new computing equipment so that we can assist with proper configuration and deployment. Your respective Business Office can find more information on collaborating with the Service Desk at this Ask Article.

Computer (DNCA) Ordering Process

1. Determine what sort of computer you would like. You can see the below Recommended Specifications to get an idea of what we commonly suggest and why. 
2. Once you have an idea of what you would like, we encourage you to browse the ShellShop via WorkDay.
   • If need be, you may also reach out to eit-help@umd.edu and we can create a quote for you, but it may take longer depending on your hardware needs.  
3. The business office will alert the EIT Service Desk when your device has been delivered. We will pick the device up, tag it for inventory, and reach out to you for configuration preferences, like requested software. 
4. As soon as your device has been set up to comply with Campus configuration and security policies, we will reach out to you for pickup (for laptops) or deployment (for desktops). 

Thanks to the University's partnership with Dell, the EIT Service Desk primarily and strongly recommends Dell desktops and laptops for your primary computing needs. There are a number of reasons for this:

• Dell systems are the most compatible with our imaging systems, making it a much faster process for us to get a device back to you
• The University's partnership with Dell allows Dell Support to offer the most consistent, reliable, and streamlined repair process for devices encountering hardware issues, allowing us to get your hardware replaced and repaired quickly when issues arise 
• Dell has consistent drivers that enable for convenient central security and performance updates, which are required by UMD's IT-20 Policy
• While other manufacturer options may offer lower prices for similar specifications, Dell has proven to be the most reliable line for our departments' machines for the last 15+ years

Apple devices are also supported, within our Minimum Computer Support Requirements. Other manufacturer options may be available via ShellShop, but we often encounter issues with imaging, drivers, or manufacturer hardware support. 

Warranty and support recommendations are included below as well. The EIT Service Desk does not offer hardware replacement or repair for equipment that falls outside of warranty, but we will coordinate with the warranty provider as able. Support for out of warranty devices, and devices that fall outside of our minimum computer support requirements, will be best-effort only.  

For Researchers

Researchers who want a computer that can handle everyday administrative tasks - e.g. Gmail, browser-based programs, simple programs - we would recommend either:

• Dell Desktop: an Optiplex Tower with an i7 Processor, 16GB RAM, a 512GB or more m.2 SSD, with 3 Years ProSupport 
• Dell Laptop: a 15" Dell Latitude or Precision with 16GB RAM, a 256GB or 512GB m.2 SSD, with 3 Years ProSupport
• Apple Desktop: Mac Mini with M4 Processor, 16GB RAM, a 512GB or more SSD, with 3 Years AppleCare+ for Schools
• Apple Laptop: 13" Macbook Air with M4 Processor, 16GB RAM, a 256GB or 512GB SSD, with 3 Years AppleCare+ for Schools

Researchers who want something more powerful for simulation use - e.g. Matlab, Labview, etc. - we would recommend either: 

• Dell Desktop: a Precision Tower with at least an i7 Processor, at least 16GB RAM or more, a 512GB or more m.2 SSD, with 3 Years ProSupport
• Dell Laptop: a 15" Dell Precision Mobile Workstation with at least 16GB RAM or more, a 512GB or more m.2 SSD, with 3 Years ProSupport
• Apple Desktop: Mac Studio with M4 Max Processor, 36GB RAM or more, 512GB SSD or more, with 3 Years AppleCare+ for Schools
• Apple Laptop: 14" Macbook Pro with M4 Pro Processor, at least 16GB RAM or more, a 512GB SSD or more, with 3 Years AppleCare+ for Schools

For Staff

Staff computers are configured to handle everyday administrative tasks - e.g. Gmail, browser-based programs, simple programs - and will typically be quoted the following:

• Desktop: an Optiplex Tower with an i5 Processor, 16GB RAM, a 256GB or 512GB m.2 SSD 
• Laptop: a 15" Dell Latitude or Precision with 16GB RAM, a 256GB or 512GB m.2 SSD
• Apple Desktop: Mac Mini with M4 Processor, 16GB RAM, a 256GB SSD, with 3 Years AppleCare+ for Schools
• Apple Laptop: 13" Macbook Air with M4 Processor, 16GB RAM, a 256GB, with 3 Years AppleCare+ for Schools