Device and Lifecycle Purchasing Process

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PLEASE NOTE: Suppliers are experiencing extreme delays on many computer and computer related equipment due to supply chain shortages. Please provide as much lead time as possible when ordering new equipment. For all new hire device orders, please include start date in the request.

Beginning FY21, individual departments are responsible for device and lifecycle purchases. That being said, VUIT is here to help every step of the way to continue providing purchasing services on your behalf. For a downloadable .pdf version of the information on this page, please click here.

There are various computing options available for faculty and staff and selected devices should be determined by the needs of an individual's job duties. VUIT will provide guidance on the types of devices appropriate for different computing needs and can help facilitate purchases of non-standard equipment.

Standard Devices

"Standard Devices" are professional-grade computers and devices preselected by VUIT to ensure compatibility across Vanderbilt systems.

Windows Laptops - Windows laptops are configured with an i7 processor, 32GB RAM and a 512GB solid state drive.

Dell	Screen	Weight (lbs)	Dimensions (H/W/D inches)
Latitude 7340	13"	2.6	0.65 / 11.77 / 8.39
Precision 3480	14"	3.1	0.83 / 12.65 / 8.35
Precision 3580*	15"	3.6	0.9 / 14.09 / 9.19
Lenovo
ThinkPad P14s	14"	3.0	0.71 / 12.51 / 8.95
ThinkPad P16s*	16"	3.8	0.83 / 14.25 / 10.06

*The Dell Precision 3580 and Lenovo P16s have an extended keyboard with the numeric keypad.

 

Apple laptops - Apple laptops are configured with a 512GB SSD; RAM and processor vary by model.

	Processor	RAM (GB)	Screen	Weight (lbs)	Dimensions (H/W/D inches)
MacBook Air 13	M3	16	13"	2.7	0.44 / 11.97 / 8.46
Macbook Air 15	M3	16	15"	3.3	0.45 / 13.4 / 9.35
MacBook Pro 14	M3 Pro	18	14"	3.5	0.61 / 12.31 / 8.71
Macbook Pro 16	M3 Pro	18	16"	4.7	0.66 / 14.01 / 9.77

 

Windows Desktops - Windows desktops are configured with a 512GB SSD; RAM and processor vary by model.

Dell	Processor	RAM (GB)	Dimensions (H/W/D inches)**
Optiplex 'Plus' Small Form Factor*	i7	32	11.42 / 3.65 / 11.53
Optiplex Small Form Factor (SFF)	i5	32	11.42 / 3.65 / 11.53
Optiplex Micro Form Factor (MFF)	i5	32	7.17 / 1.42 / 7.01
Lenovo
ThinkStation P3 Tiny MFF	i7	32	7.0 / 1.5 / 7.2
ThinkStation P3 Ultra SFF	i7	32	7.9 / 3.4 / 8.7

*The Optiplex Plus has a 2GB AMD Radeon dedicated GPU.
**Dimensions are measured with the computer sitting upright on the desk.

 

Apple Desktops - Apple desktops are configured with a 512GB SSD; RAM and processor vary by model.

	Processor	RAM (GB)	Dimensions (H/W/D inches)
iMac (all-in-one w/ monitor)	M3	16	18.1 / 21.5 / 5.8
Mac Mini*	M2	16	1.41 / 7.75 / 7.75
Mac Studio*	M2 Max	32	3.7 / 7.7 / 7.7

*Mac Studio and Mac Mini require an external monitor.

Monitors - all monitors are compatible with Dell, Lenovo and Apple computers, as well as all docks (an HDMI or DP cable may be required depending on what dock/computer it will be connected, please consult with VUIT to determine if an extra cable will need to be ordered).

	Size (diagonal)	Resolution	Dimensions (H/W/D inches)*
Dell P2422H	24"	Full HD (1080p) 1920 x 1080	19.5 / 21.2 / 7.1
Dell P2422HE USB-C Hub Monitor**	24"	Full HD (1080p) 1920 x 1080	19.5 / 21.2 / 7.1
Dell P2722H	27"	Full HD (1080p) 1920 x 1080	21 / 24 / 7.5
LG 27 IPS 4K	27"	Ultra HD (4K) 3840 x 2160	22.4 / 24.2 / 11.5

*Height is measured with the adjustable stand extended fully upward.

**The USB-C hub monitor has a built-in dock, eliminating the need for a separate dock to connect a laptop. A second P2422H can be connected to the USB-C hub monitor for dual monitor setups.

 

Peripherals

Peripherals such as monitors, scanners, storage devices¹, webcams, etc. can be ordered via VUIT or by an individual’s business area. VUIT is available to consult on any order placed by an area. Standard docking stations can be found in the Oracle punchout for Dell. NOTE: VUIT recommends consultation on all docking station purchases to help ensure device compatibility.

1. Local storage devices should not contain sensitive data

Warranties and Lifecyle

Warranties

Dell and Apple machines both come with 3-year warranties, but differ in what those warranties offer:

• Dell - 1 accidental damage repair per year.
• Apple - Unlimited accidental damage repair per year, but may cost $100+ dependent upon damage. This deductible is the responsibility of the department.

Lifecycle

Lifecycling reduces failures and ensures continued data security compliance.

• Typical computer lifecycle: 3 - 5 years
• Typical LCD monitor lifecycle: 8 - 10 years

Departments are responsible for the continued lifecycling of all devices. VUIT will not fully support devices outside the typical ranges, but will assist with replacement monitoring.

Device Returns and Departed Employees

If you currently have devices for departed employees that need to be wiped or re-imaged, or if you have any employees who will soon be departing, please call or submit a VUIT help request to initiate that process. If you do not have immediate need or replacement for the device, we can store the device for you at VUIT. The device will remain properly tagged and labeled as belonging to your area.

*NOTE: In order to ensure the appropriate security related protocols and standards are in place, it is very important that VUIT be involved when a Vanderbilt-owned device is transferred to another employee and/or is no longer used. 

 

Supported Devices

VUIT will do what they can to assist employees with their devices but are limited in what they can support for personal devices.

Work Devices

• All university-owned standard devices within lifecycle parameters are fully supported.
• Devices outside the lifecycle parameters are supported within reasonable means upon request.

Personal Devices

• VUIT will assist with connecting to VU resources like WiFi, email, and printers.
• VUIT will assist employees in finding vendors trained and/or licensed to support personal devices as appropriate.

Purchasing Processes

As of FY21, all departments are fiscally responsible for all device purchases, including monitors, warranties, cables, and peripherals related to individual or department specific computing needs.

Link to text-only version

1. This will typically happen in September/October prior to budget submissions.

2. All orders will be paid using the appropriate account number provided by the department.

For new equipment purchases (including specialty devices), VUIT will work with Chief Business Officers, Business Unit / Entity Approvers, and Financial Unit Approvers to select equipment.

Link to text-only version

1. All orders will be paid using the appropriate account number provided by the department.

Audio Visual Equipment

The Provost's Office sponsors a lifecycle program for audio visual (A/V) equipment in classrooms. Requests for classroom A/V equipment lifecycles should be submitted by schools to the Provost's Office each year. The Provost's Office will compile the list of requests, finalize equipment selections, and prioritize purchases. Any equipment outside the scope of the sponsored program is the requestor's fiscal responsibility; however, VUIT will assist with consulting on all A/V projects as requested.