Research Equipment Purchases with Computer Hardware and Software
Overview
Research equipment that includes computer hardware (either integrated or separate) and/or software should be reviewed by LAITS before the purchasing process begins. This review helps ensure that equipment meets LAITS support standards as well as University of Texas, Information Security Office (ISO), and State of Texas security and compliance requirements.
Engaging LAITS early in the procurement process helps ensure your equipment is secure, compliant, and properly inventoried while reducing delays, unnecessary costs, and administrative rework.
The guidance below outlines the process for departments supported by LAITS.
How LAITS Helps
LAITS provides end-to-end support for research computing purchases. From reviewing hardware and software requirements to coordinating vendor quotes, purchasing, inventory, configuration, and deployment, our goal is to simplify the process so researchers receive a secure, compliant, and ready-to-use computer with minimal administrative effort.
Request an IT Review
Before submitting a procurement request, contact LAITS to begin the IT review process for your research equipment and any associated computer hardware or software.
The review is intended to be collaborative. You do not need to have every detail finalized before contacting us. Instead, we'll work with you throughout the planning and procurement process to identify the appropriate hardware, software, security, and support requirements for your research.
Please allow at least one week for the initial review. This provides sufficient time for LAITS to evaluate your request and consult with campus IT and security groups, if necessary.
To help us get started, please provide as much of the following information as possible:
Information Needed |
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A brief description of the research project or equipment being purchased. |
The manufacturer and model of the research equipment (if known). |
How the computer will be used to support the research. |
The primary user(s) of the computer and whether multiple users will require access. |
Whether the computer will connect to the UT network or operate offline. |
Any computer hardware requirements or vendor recommendations. |
Required software, licensing, or vendor applications. |
Any non-computer hardware or peripherals that will connect to the computer (such as scientific instruments, cameras, or sensors). |
Any vendor documentation, specifications, or existing quotes. |
Any anticipated project timelines or purchasing deadlines. |
Don't worry if you don't have all of this information. LAITS will work with you and the equipment vendor to gather any additional details needed before the purchase is finalized.
Early engagement helps ensure the correct equipment is selected, security and compliance requirements are addressed, and the computer can be configured and deployed with minimal delays.
Hardware and Software Review
If your research equipment includes a separate computer, an embedded computer, or proprietary software, LAITS will review:
Computer hardware security and support requirements.
Network connectivity and security considerations.
Software compatibility, licensing, and security requirements.
Compliance with applicable University and State security standards, including ISO and TX-RAMP requirements where applicable.
Note: Equipment that normally operates off the network may still require periodic network connectivity to receive vendor software updates or security patches. Older operating systems or unsupported software may require additional review or security exceptions.
Complete the University Procurement Process
Once the IT review is complete, LAITS will work with the appropriate vendors to develop the recommended computer configuration and obtain pricing.
The completed quote will be provided to the requestor for review and approval. Once approved, LAITS will process the purchase order on behalf of the requesting department or research group.
The requesting department is responsible for providing the appropriate funding source (Cost Center, Project ID, or other approved funding account). LAITS will coordinate the purchasing process and work directly with the vendor through completion of the order.
Receiving and Inventory
Computer hardware associated with research equipment purchases will be received and inventoried by LAITS before being deployed to the requesting department.
LAITS will:
Receive and inspect all computer hardware.
Apply a UT inventory tag and record the asset in the LAITS inventory system.
Report the asset to university Central Inventory.
Open a deployment ticket that includes both the department inventory contact and the end user.
Provide inventory information, including the UT inventory tag and asset details, as part of the deployment process.
Document software licenses and other software assets when appropriate.
This process ensures all computer hardware is properly inventoried and documented before deployment.
Computer Configuration and Deployment
After the computer hardware has been received and inventoried, LAITS will prepare the system for deployment using the information gathered during the IT review process.
LAITS will:
Install the operating system, University management tools, and approved software.
Configure user accounts and system access.
Complete approved vendor-specific or research-related configuration requirements.
Test the system to ensure it is ready for use.
Once configuration is complete, LAITS will coordinate deployment with the requesting department and the end user.
Our goal is to deliver a computer that is fully configured, secure, compliant with University requirements, and ready to support your research on day one.
Quick Checklist
Before Purchasing |
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Contact LAITS to begin the IT review. |
Allow at least one week for the initial review. |
Provide available information about the research equipment, computer requirements, software, and intended use. |
Work with LAITS throughout the review and procurement process as additional information is needed. |
Questions
If you have questions about purchasing research equipment that includes computer hardware or software, contact LAITS before beginning the procurement process.