To ensure quality and compatibility for district technology items, it is essential that you follow these procedures for placing your technology order. This applies to all orders, regardless of the source of funding.(Schools under construction, please see the "New Construction / Renovation" section). Please keep this guide close at hand to avoid delays in processing your order. Also, please review the Hardware Standards for specifications.
Computers
All computers are ordered through Dell. To obtain a quote:
- Go to http://www.dell.com/k12/greenville (a password is no longer required). This is our own personal District pricing page. DO NOT obtain pricing from the State Site from Dell. We get better pricing.
- Click on Purchasing Tools.
- Click on Online Store. Here you will find standard configurations that meet district requirements for computers, laptops and servers with complete quotes you can print out.
- Print copy of quote for your records.
- It is not necessary to fax the quote to ETS or Procurement if it is a "standard" configuration from the Greenville Online Store. But you MUST reference this quote number on JD Edwards.
- See the "Guidelines for entering Technology Requisitions" section for procedures for entering online.
- Once order is approved, it will go to Budgets and Procurement for their approval.
- Procurement will forward the completed purchase order to the vendor.
**Please note: You may not make changes to the standard configurations online or by using the E-Quote System. For changes, call our Dell representative, Ryan Fuller at 1-800-678-7740 ext. 7247740. Use the new quote number to place your order in SDE.
If you feel you have a valid reason for needing to purchase a non-Dell computer, the following criteria must be followed:
Send a letter (or memo or fax) to the Executive Director of ETS, stating the specifics of the computer you wish to purchase, the reason this particular computer meets your instructional needs, and the reason a Dell computer does not meet those needs.
The letter must further that you understand that the District is may be for supporting this equipment. In addition, the letter must state what support arrangements are being made (e.g. purchasing 3 year ontract as part of purchase).
Personal Computer Purchases
- Go to http://www.dell.com/k12/greenville.
- Select Purchasing Tools on left of page
- From the drop down menu select Greenville Faculty and Staff Store.
The pricing is better than the general Dell site. You may see a space asking you about a membership number but you may simply bypass that. You may also call the Dell Employee Personal Purchase Program representative at 1 888 977 3355 extension 88700.
Printers - Fact Sheet for Printer/Copier RFP
Under the current Kearns printer/copier contract:
- Printers: A 29 page per minute networked laser printer (black and white) will be placed in every classroom. The cost will be .013 per page. There will be no cost for procurement, supplies and service. Paper must be provided by the school.
- Each school media center will receive a 17 page per minute color laser printer. (Cost starts at .12 per page and decreases to .05 per page with use).
- Guidelines for student access to printers will be established between the principal, ETS representative, and Kearns representative based on individual school’s needs.
- Copiers: For every 400 students a 50 page per minute copier/printer will be installed. The cost will be .013 per page. Paper and staples are not included in this cost. The principal, ETS representative, and the Kearns representative will determine the various site locations.
- All copiers come with complete service along with a 1-800 number to report service needs.
- Copiers will be equipped with the capability to have password access as well as number limits.
- Note-If a high volume is justified in some locations, adjustments in equipment will be considered. In addition, exchanges in printers and copiers can be considered. (11 printers=1copier)
Other:
- Schools in the building and planning stage of construction should not be concerned about any issues revolving around these changes.
- All non-Kearns printers currently in schools (excluding some Laser Jets) will be sent to the warehouse for public auction.
File Servers
A consultation with your ETS network person is required to "spec out" a file server. Once specifications are received, fax a copy of your quote including price to the Executive Director of ETS at 355-3112, then enter your purchase requisition online. If you are using the district standard for file servers, a copy of the quote is not required but be sure to reference the quote number on JD Edwards.
Cabling and Electronics
A consultation with your ETS network person is required to "spec out" your cabling project and any electronics needed. The District has contracts with cablers and with specific electronics vendors. Your network technician will provide any quotes necessary to comply with the District Procurement code. Again, working with your ETS network person is essential.
** If your technician obtained 3 different quotes due to Procurement guidelines, be sure you submit all 3 quotes to Procurement. ETS only requires a copy of the selected vendor's quote.
Please note, advance planning is essential when E Rate funding is involved. E Rate projects must have 11 to 12 months lead time. Call the ETS Special Projects Office at 355-3114 for more information.
Televisions, VCRS, Cameras and Other Technology Purchases
Consult your media specialist, STC and/or Instructional Technology for assistance in purchasing these items. Although ETS does not require copies of quotes as for computers and other items previously mentioned, these items must also be entered as an OG for technology purchases. Your order must meet all procurement requirements.
Other technology items that fall under the category of an OG include but are not limited to: software, video tapes, surge protectors, printer cartridges, ribbons, diskettes, fax machines, camcorders, copiers, overheads, ether link cards, AV carts, record players, wall screens, white boards, disc players, and headphones. Basically use an OG to purchase anything that plugs in or is a supply that supports such an item.
Guidelines For Entering Technology Requisitions
When creating requisitions for technology purchases, use the document type OG. This document type should be used for all orders charged to a technology account. The OG document type is similar to the OR (regular requisition). This applies to ALL funds, even if under $1500.00. Any other document type (OL, OR, OA, OJ, OS, and OK) should NOT be used for these purchases.
If you have used any document type other than for purchasing technology items, Budgets will require the Executive Director of ETS approval before paying the invoice. If the item ordered does not fall within the guidelines in the District Technology Plan, the result may be denial of payment to the vendor and the items will not be supported by ETS.
Tracking Your Requisition
Once you have entered your technology order on JD Edwards:
- Be sure the principal/supervisor has approved the order. Your order will not route to ETS until this has been done.
- Once all appropriate quotes (if required) have been received by ETS, and it is confirmed that your proposed purchase meets technology criteria, the OG will be approved. It will then route to Budgets and then Procurement.
- Once your Purchase Requisition is completely approved or rejected, you will receive an "email waiting" message through the JD Edwards system. Follow instructions under #11 on the main menu to review your email message. (NOTE: This JD Edwards "email" is NOT connected with your District Outlook email account!)
If your order has been rejected, it will route back to the first person in the approval route.
You may also view the reject reason. Just go to the Purchasing Menu. Select #22 for open requisitions. Enter your OG number and hit enter. Select #6 for approval review/inquiry. Select F5 for reject reason. You can track the progress of your purchase requisition by selecting F8. (NOTE: Any department on the approval route may have rejected your purchase requisition).
If Budgets has put your order on B1 Hold or has a problem with the account numbers you have used, they will reject your order. You will need to contact the Budgets Department. If Procurement rejects your order, call Jannie Choice at 355-1285.
Tracking Your Dell Shipment
To track your Dell order (once Dell receives the Purchase Order):
- Go to The Dell Website
- Click on Order Status
- Click on Multiple Order Status then enter your PO number using no dashes (ex: 123456000OP)
- Click on search
- Click on order number
- Status of your order will be displayed
Understanding Your Dell Invoice
Dell sends multiple invoices for one Purchase Order. This allows easier follow-up if you ever need to call about one particular item. Microsoft has required that Dell send a separate invoice for the licenses for software preloaded on your computer systems. Not all invoices will arrive at the same time. The software license invoice especially may be later than the others(s). Be sure to look for this invoice as it must be processed before your PO can be closed out.
If ETS (which includes Instructional Technology) purchases the items for your school, the invoices will usually route to the school. It is essential that the original invoices be sent (keep copies) back to the appropriate area so that they can be processed as soon as possible by our personnel.
Schools Under Construction -- For Principals Only
If your school is slated for construction, you will be allocated a set amount to spend on technology based on the core number of core students. You should designate your technology committee and/or individuals to determine what technology purchases are needed. Keep the following in mind:
- Meet with your assigned technician from ETS and Cathy Arnold (355-3148). Your technician will ensure that all your purchases meet District specifications and can be supported. Instructional Technology can offer valuable advice regarding student technology iniatives and the District's Technology Plan on requirements for each classroom.
- Send the completed paper requisition noting appropriate account numbers for technology and supplies to the ETS Special Projects Office or to the Executive Director of ETS. Our approval indicates that the items proposed for purchase comply with District standards and meet the requirements of the District Technology Plan.
The signed purchase request is sent to Institutional Resources where all the necessary procurement paperwork is accomplished and where all bookkeeping functions reside. Whether the requested purchases are actually made, whether the projected cost is the ultimate actual cost, and whether the product quantity is modified are all outside our control. Thus, ETS does not track the school's expenditures in any way.
Be sure to make copies of all requisitions and invoices when they arrive so that you may keep accurate records. Copies of purchase orders can be obtained from Institutional Resources. Any discrepancies or questions need to be directed to Institutional Resources, to the attention of Sherrill Fuller 241-4915.
District's Technology Plan
You may view and/or print the district's technology plan here.
Contact Us
Bill Brown, Acting Executive Director of ETS: 355-3112
Jim Alexander, Director of Systems Support: 355-3136
Dan Boehm, Director of Administrative Computing: 355-3116
Jeff McCoy, Director of Instructional Technology: 355-3134
ETS Special Projects Office: 355-3114