The Hardware Requests order guide can be used to request common hardware such as computers, docks, monitors and accompanying consumable items, like keyboards, mice, headsets, soundbars and webcams.
Accessing the Order Guide
To submit a hardware request, access the Penn State IT Service Portal.
Image 1 - Image of Penn State's IT Help Portal
From the portal home page, enter "hardware requests" in the "How can we help?" search bar and then select "Hardware Requests".
Image 2 - Image of search for Hardware Requests on Penn State's IT Help Portal
Completing the Describe Needs section of the Order Guide
To complete a new order guide request, enter/select a user in the "Requested on Behalf of" field. If this request is for an individual currently without a user id (new hire), the requestor may enter their credentials to progress through the form.
Upon completion of the "Requested on Behalf of" field, other fields will display and the "Business Area" will update based upon the "Requested on Behalf of" selection. If the requestor's credentials are being used on behalf of a new hire, the requestor should be in the same business area as the new hire to ensure that business area reporting is consistent at the time of review for approval. If the pre-populated business area is incorrect, you may overwrite this with a valid 4-digit numeric business area.
Image 3 - Image of Requested on Behalf of field on the Hardware Requests Order Guide
Next, select the appropriate cost object and all applicable hardware types. Cost object selections are available based upon the specified business area. In the event where your cost object is not listed within the available choices, click on the "Cost object not in list" checkbox and enter the cost object value.
Image 4 - Image of Cost Object information on the Hardware Requests Order Guide
Hardware type selections are available based upon the specified business area. If you do not see the hardware type that you expect, you may check the "Custom Hardware" checkbox to request a custom order. Expanded memory and hard drive space are considered custom orders. Please refer to the specs listed for each item on the order guide. Please note, custom orders often require lengthier processing times as they require equipment to be ordered. If you select options present on the order guide, these are often in stock and typically result in swifter fulfillment.
Image 5 - Image of available Hardware types on the Hardware Requests Order Guide
Image 6 - Image of a Custom Hardware option on the Hardware Requests Order Guide
A single delivery option is required. If using the On Campus Set-up location, and if the location is not known, as can be the case for new hires, an interim value can be entered to complete the form. Once the location is known, submit a ServiceNow ticket to have this field updated on all applicable requested items.
Image 7 - Image of Delivery Options on the Hardware Requests Order Guide
If the request is for a new hire, select the "New Hire" checkbox and enter the required "Needed By Date".
Any applicable comments can be entered in the optional "Additional comments" field. If you would like for additional users to be copied on the requested items once created, this can be stated here.
After all required fields have been completed, click "Next" at the bottom right corner of the screen to proceed to the Choose Options section of the form.
Image 8 - Image of New Hire options on the Hardware Requests Order Guide
Completing the Choose Options section of the Order Guide
On the Choose Options section of the order guide, select the specific model(s) desired using the slider icon to the right of each desired model. Please note, the options available are based upon the hardware types selected on the previous page. If additional options are needed, click Back and edit the hardware types. If modifications to listed specs are needed (expanded memory or hard drive space), a custom order will need to be submitted. Please do not select an order guide item and indicate that modifications to specs are needed.
Image 9 - Image of the Choose Options screen on the Hardware Requests Order Guide
For each item, the quantity can be updated. The downward facing arrow can be clicked to expand the item details. These details will reflect what you entered on the Describe Needs section of the order guide. Please note, the "Requested on Behalf of" and "Business Area" cannot be updated. If you need to make an update, click on "Previous" to return to the Describe Needs section. Only one "Requested on Behalf of" value can exist within each request.
Image 10 - Image of quantity selections on the Hardware Requests Order Guide
If a computer model is requested, you must specify if the requested computer is intended to replace an existing laptop/desktop. If so, the existing service tag must be provided.
Image 11 - Image of hardware replacement options on the Hardware Requests Order Guide
If a custom model is requested, additional specification details will be needed. Please be thorough with this information as it will assist in processing efforts.
Image 12 - Image of custom hardware specs on the Hardware Requests Order Guide
After selecting all desired items, click "Next" at the bottom right corner of the screen to proceed to the Summary section of the form.
Completing the Summary section of the Order Guide
The summary screen will display with the current order for review. To make edits, click on "Edit Options" in the bottom right corner of the screen to return to the "Choose Options" section of the form. To place the order, click "Order Now" at the bottom right corner of the screen.
Image 13 - Image of Summary screen on the Hardware Requests Order Guide
Upon successful completion, a REQ summary page will display.
Image 14 - Image of a Hardware Requests Order Guide successful order confirmation screen
Your request will go through a two-phase approval process before being sourced. You will receive an email providing a status update if either of these phases result in a rejection or if both phases result in approvals. When the requested items are ready for deployment and delivery, you will be contacted by your designated IT support team to arrange a date and time for delivery.