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--- generic:order_hardware [2023/11/03 14:07] – [Servers and storage] evdkraan
+++ generic:order_hardware [2025/08/21 07:03] (current) – seitzinger
@@ Line 2: / Line 2: @@
 {{:generic:hardware.png?200|}}
-We, as an organization, offer the opportunity to procure IT hardware that you may require for your work. This can vary from ordering a USB flash drive to a high-end server. When ordering hardware, there are several things to keep in mind
+We offer the opportunity to acquire IT hardware that you may require for your work. This can vary from ordering a USB flash drive to a high-end server. When ordering hardware, there are several things to keep in mind
-  * We work with specific suppliers, and it is not possible to deviate from this unless you have a very good reason to do so. You can discuss this with the Institute Manager.
+  * We work with specific suppliers. For certain product categories, we are bound by European tendering regulations, which means it is not possible to deviate from these suppliers. In exceptional cases where a strong justification exists, you may discuss this with the Institute Manager.
-  * Delivery times are longer than you might be used to, so please order well in advance to prevent any issues. We will specify these delivery times for each product group so you know what to expect.
+  * Delivery times are longer than you may be used to, so please order well in advance to avoid issues. We will specify delivery times per product group so you know what to expect.
-  * All hardware purchased through us remains property of Leiden University. This means that you must return the hardware when you leave the university.
+  * All hardware purchased through us remains the property of Leiden University. This means you must return the hardware when you leave the university. The hardware should be returned to HL406 or Gorlaeus Building BM.4.20 and will be re-used within your group or elsewhere. It is not legally possible to purchase this equipment for personal use or to take it home after the official depreciation period has passed.
+  * When collecting the equipment, you will be required to sign a form related to the WKR-regeling, confirming that the equipment purchased with University funds is predominantly used for your work and not for private purposes.
@@ Line 15: / Line 17: @@
   * Institute Lorentz: <Orders@lorentz.leidenuniv.nl>
   * Sterrewacht: <Orders@strw.leidenuniv.nl>
-(currently the person associated with this role is Eric van der Kraan, HL406, tel 8444)
+----
 ===== Ordering a laptop =====
-{{:generic:laptops.jpg?200 |}}
+{{:generic:laptops.jpg?260 |}}
-If you would like to order a laptop, it's best to take a look at the websites listed below. These are our suppliers and they offer a wide range of laptops. If a laptop is in stock, it will take approximately 1 or 2 weeks maximum to be delivered. If the laptop is not in stock it will take way longer! For BTO (Build to order) laptops delivery will take 1 or 2 months! And for new Apple models it will take even longer before the laptop will arrive at the university! So it is really important to reconsider your choice and decide if it is worth to wait or to go for an other model or brand.
+If you would like to order a laptop, please consult the websites below. These are our official suppliers and they offer a wide range of models.
+  If a laptop is in stock, delivery will take approximately 1–2 weeks.
+  If a laptop is not in stock, delivery will take significantly longer.
+  For BTO (Build-to-Order) laptops, delivery usually takes 1–2 months.
+  For newly released Apple models, delivery may take even longer.
+It is therefore important to carefully reconsider your choice: decide whether it is worth waiting, or whether it would be better to select an alternative model or brand.
+  * Apple: https://www.dustin.nl
+  * Dell,Lenovo,HP ect: https://www.arp.nl
-  * Apple: {{https://www.dustin.nl/}}
+Once you have found the laptop you would like to order, send the link along with the correct SAP number to the email address listed above. SAP numbers can be obtained from your supervisor or budget holder.
-  * Dell,Lenovo,HP ect: {{https://www.arp.nl/}}
-If you found the laptop you would like to buy, send the link along with the right SAP number to the email mentioned above.
+----
 =====Desktop or Workstation=====
 {{:generic:prod-359261-workstation-desktop-precision-3660-5860-t7960-1920x1440_1_.png?200 |}}
-If you are in need of a desktop or a workstation, we are able to provide you with a standard desktop or workstation. Feel free to inform about the configuration to see if this workstation will suit your needs.
+If you require a desktop or workstation, we can supply a standard configuration. Please contact us to verify whether this configuration is suitable for your requirements.
-However, if you need a special configuration, please try to be as specific as possible in the specifications of your required product. It is very difficult for us to know precisely what we have to order if you do not provide the necessary information. "I need a computer for my work" won't do. We need information about the CPU, GPU amount of RAM or storage.
+For non-standard configurations, it is essential that you provide detailed technical specifications. At a minimum, this should include information on the CPU type, GPU, memory (RAM), and storage capacity. General requests are insufficient for us to process.
+----
 =====Servers and storage=====
 {{:generic:intro-v3.png?200 |}}
-These are specialist pieces of hardware and you should discuss in detail your requirements with us. In such cases we will try to translate your functional requirements IT computer hardware, get an offer from the preferred vendor, have you confirm or modify it and we'll get another offer, until you are satisfied.
+Servers and storage systems are specialist hardware. Please discuss your requirements with us in detail. We will translate your functional needs into technical specifications, request an offer from the preferred vendor, and share it with you for confirmation or adjustments. This process will be repeated until you are satisfied.
+The current EU-preferred reseller for servers is Computacenter.
+----
+===== Other Hardware =====
+For all other hardware, such as external HDDs/SSDs, adapters, or docking stations, please provide us with a product link from a supplier that offers the required specifications. We will then determine whether the order can be placed directly with that supplier or source the same product from one of our approved vendors.
+When submitting your request, please include both the product link and the corresponding SAP number. SAP numbers can be obtained from your supervisor or budget holder.
-The current EU-prefered reseller for servers is Computacenter
-====Note that====
-  * Any IT related hardware needs to be ordered through our acquisition officer if you want to pay for it using University related money. You can buy such equipment privately, but then cannot declare the spent money from the University.
-  * Delivery times for Apple equipment can be noticably long. This is because Apple service de consumer market in preference to the business market.
-  * You will receive a form that is related to the 'WKR-regeling' in which you declare that the equipment you bought using University finances is predominantly in use for you work and not for private use.
-  * All equipment bought this way stays the property of the University. This means, that whenever you leave the University for another job elsewhere, the equipment has to be returned to the acquisition officer. He will refurbish the hardware for re-use within the institute or prepare it for disposal. There is no legal way to buy this equipment for personal use or take it home after the official depreciation period has past.

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