Change to Computer Purchasing Requirements

From: Acadlists Ap <acadlists.ap [at] mcgill.ca>
Sent: 9 mars 2022 09:27
To: 'superacadnote [at] lists.mcgill.ca' <superacadnote [at] lists.mcgill.ca>; 'cas-acadnote-all [at] lists.mcgill.ca' <cas-acadnote-all [at] lists.mcgill.ca>
Cc: Christopher Manfredi, Prof. <christopher.manfredi [at] mcgill.ca>
Subject: Change to Computer Purchasing Requirements

This message is sent on behalf of Christopher Manfredi, Provost and Vice-Principal (Academic)

Following extensive consultation with MAUT, the University has determined that faculty who purchase new computers, computer components and computer accessories will no longer be required to do so exclusively from LE JAMES, where such purchases are financed through research grants. Effective immediately, , researchers may use the following procurement channels, listed in descending order of the University’s recommendation:

1. Le James (these purchases include IT minimum standard validation, EPEAT certification and asset registration)
2. MMP Catalogues (not yet live but anticipated end of April 2022; these purchases include IT minimum standard validation, EPEAT certification and asset registration)
3. Super Pcard (contact Procurement Services (https://www.mcgill.ca/procurement/forms/pcard-purchase-request, login required) to obtain this service)
4. Regular Pcard (if the expense “clears” the $2500 spend limit)
5. Other means of purchase (e.g., personal credit card, with reimbursement), provided that approval is granted by the fund manager. Note that in such cases, the sales contract is between the purchaser and the supplier, so the University is not a party to the purchase and cannot intervene (to exercise rights for the purchaser). It is the responsibility of the purchaser to ensure that the computer, component, or accessory is functional before claiming reimbursement through their research funds.

If you choose to make a purchase using options 3, 4 or 5, you must make sure that:

• any new computer purchased is EPEAT certified
• your purchased computer, computer accessory or component is registered as an IT asset (use this form Registration of IT Assets (research grant funds).docx and email to itassetmanagement.its [at] mcgill.ca), which is required to meet regulatory obligations.
• If a computer is destined for use on the McGill network, it must also meet the minimum IT standards (see: https://mcgill.service-now.com/itportal?id=kb_article_view&sysparm_article=KB0011240 , login required).

Please recall that only purchases financed by research grants are eligible for this exception. For purchases made with any other fund, including internal McGill funds such as start-up and development funds, the purchase must be made from LE JAMES.

Note that used computers, used computer components and used computer accessories can be obtained through the University’s circularity initiative (see reuse criteria: https://mcgill.service-now.com/itportal?id=kb_article_view&sysparm_article=KB0011272 , login required) or purchased from external sources, subject to the same registration obligation, EPEAT and IT standards requirements as above.

I take this opportunity to recognize and thank MAUT leadership for its collaboration on this matter.

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