FAQ: What are the procedures for acquiring computing equipment in department?

The following are the typical steps for acquiring non office automation related computing equipment (Hardware or Software).

1. Secured funding for the purchase (e.g. through department's annual equipment budget) - by Dept.
2. Raise Purchase Requisition Form with justifications, budget code and budget holder's endorsement - by Dept. (Please refer to Financial and Purchasing Policies & Guidelines - Finance Office for details.
3. PR Vetted - by OCIO (Please refer to Purchasing Activities - 4. A List of items to be vetted by Asset Administrators before purchase on items to be vetted by OCIO.
4. FO conduct the purchasing process - by FO
5. Price Summaries send to department for endorsement and comment - by FO and Dept
6. Purchase Order issued by FO to selected supplier - by FO
7. Hardware/Software Delivered - by Vendor
8. Department file the Good Received Note (GRN) - by Dept
9. According to the Asset Management Policy, Department complete the Asset Recording Worksheet and stick the Asset Tag (Barcode label) on the assets - by Dept
10. OCIO update the Asset Record in the central database which will be verify through the annual stock take exercise. (by OCIO and FO)

Note: All software acquired by your department should be recorded in the "Software Inventory System for SAM - https://sam.eduhk.hk", please visit Software Asset Management @ EdUHK for details.