Computers purchased by Extension staff for business purposes must meet Divisional requirements for standardized hardware. These requirements are based on UW Madison's Departmental Support supported computer models. If an employee purchases a computer that does not meet Divisional requirements it will not be supported and there may be loss of access to Extension and UW-Madison resources.
Please initiate all hardware requests by filling out the following form: https://forms.gle/SBPVqdw7yHCMSMFn8
Requests for new computers and equipment are reviewed on a twice-weekly basis. Once these have been reviewed and confirmed, they are passed along to DoIT Departmental Support. Once that request is submitted to DoIT, the actual process of setting up the computer begins. This is on average a 2-week process for hires on campus, and a bit longer for those who are off-campus. Having the NetID for the person who will be using the requested computer is a critical part of the setup process, especially for off-campus users.
The following questions are critical to the request process:
Is this person located on the UW Madison campus, or are they located off Campus?
Is the person county-based? If so, does the county provide them with their primary IT support?
Is this position a revenue generation-based position?
Is this position funded with grant dollars?
Is this a multi-county or state specialist position?
Is this position based out of Madison with a home office on campus?
Is this a leadership position (AED, Program Manager, Coordinator)?
What is the NetID of the person needing a computer?
This information is vital, as it helps to direct you to the correct route to take when requesting this computer hardware.
FAQ
How long does the process take?
Typically this process takes 2 weeks for on-campus staff, and 2-3 weeks for off-campus staff. This additional time for off-campus staff is due to both shipping times as well as the need to arrange a remote session to finalize the setup of the computer prior to shipment.
What can I do to help speed this process up?
Submitting the request as early as possible, and ensuring the request has both the funding string as well as the NetID for the new user will help speed this process along. Requests for off-campus users can be sped up by having the new user pick up their new computer from the Extension building during normal business hours. This will allow them the connect to the campus network, thus eliminating the need for a remote setup session.
What do we do if we have a special computer or accessory request?
Please contact Tony Roman directly if you have any special needs or requests related to IT hardware. These will be reviewed on a case-by-case basis.
Are there short-term loaner laptops available for special events?
Extension has a small pool of loaner laptops available for special events. Please reach out to Tony Roman for details.
Details on the ordering process and timeline
The process is as follows:
- The Computer and Hardware request form is filled out and submitted - https://docs.google.com/forms/d/e/1FAIpQLSd255OcsvtRfTVfgXLViuyWebSQ6ZwYbhvakWE2fM1tER33TQ/viewform
- DoIT orders the laptop.
- If requested, DoIT will order any of the following as part of this new computer setup:
- Monitors
- Docking Station
- Keyboard and Mouse
- Upon DoIT receiving the computer, Doit Departmental Support will setup the computer. This includes:
- ‘Imaging’ the computer – Setting the computer up with campus licensed software
- Installing and configuring Endpoint Management tools
- Installing and configuring Endpoint security Tools
- Setting up and configuring any specially requested and supported software in rare situations
- Once the setup is completed, the new user is granted access to the machine via their NetID
At this point, things differ, depending on whether the user is on the campus network (typically this means physically on the UW Madison Campus, but can also include if they are based out of the Milwaukee Extension office or at Upham Woods).
On Campus Staff
For Campus based Users with a campus office or those who can come to Madison to pick up their computer:
- The equipment is setup at their campus office and connected to the campus network.
- With the computer connected to the campus network, they are able to login using their UW Madison NetID and Password.
- This initial login while connected to the campus network ‘caches’ their login credentials (NetID and password). Once this has been done, the user’s login information is ‘cached’ on that computer and they can login without needing to be on the campus network.
Off Campus Staff
Off-campus users are a little more time-consuming, as there is an extra two steps that cannot be completed until after the equipment has been ordered and configured by DoIT.
For off-campus users:
- The user will be contacted once their computer is setup (this initial setup process can take on average 2 weeks).
- DoIT Departmental Support sets up an appointment to have the user remotely access their new laptop and remotely cache their login credentials.
- Once login information has been cached, the computer is shipped to the user.
- Shipping times vary and are outside of our control.
Background
- When looking to purchase new computer hardware, your first point of contact should be your local IT support team. For county-based colleagues, this is typically the local county IT department.
- Computer systems used by Division of Extension staff must follow UW Madison Department of Cybersecurity policy.
- The Division of Extension requires that all computer hardware requests and purchases go through your primary IT Support unit (typically either your county IT unit or ODS - Office of Digital Solutions.)
- Requests will be routed to ODS via the DoIT Help Desk.
- At this time, Extension is utilizing UW Madison's recommendations for supported hardware.
- This includes a small number of specially configured Dell Laptops and Desktops as well as a few printer options. The currently supported hardware list https://kb.wisc.edu/it-equipment-guide
- ODS will work with you to determine how the computer will be supported, and how best to proceed with your order.
Note on Unsupported Hardware
UW System has adopted a very specific set of rules around hardware security. This applies to what are known as endpoints - desktop computers, servers, laptops, or tablet computers with access to the internet. (This includes Android tablets and iPads, as well as Chromebooks). As a result of these new changes, Division of Extension staff are only able to purchase hardware that can be officially supported and secured. This is a significant change from prior years. As of March 2022, Division of Extension staff are limited to purchasing endpoints that are fully secured and managed either by their local County IT department or by UW Madison DoIT Departmental Support. Please contact Tony Roman
tony.roman@wisc.edu or Deanna Schneider
deanna.schneider@wisc.edu with any questions related to this.
Supported Hardware
- At this time Division of Extension only supports equipment that has been approved by DoIT Departmental Support
- If you are located on the UW Madison campus and eligible for DoIT Departmental Support services, you may request a Mac. Please note that while DoIT Departmental Support does provide Apple/Mac support services, this support is limited. Their preferred technology is the Dell Windows based laptops and desktops.
DoIT has developed the following guidelines to assist you in selecting the correct computer based on a person's job responsibilities. Full details on this can be found via the following link:
https://kb.wisc.edu/it-equipment-guide
Choosing A Computer
When choosing a computer, it is important to make a selection to best meet the user’s needs. To make the selection process easy, options are organized into different levels based on typical activities and software used. The hardware options are selected based on staff input and were configured to meet the hardware requirements of commonly used software across the organization.
General User Typical Activities
- Presentations (e.g. PowerPoint, Prezi)
- Training (e.g. Captivate, Camtasia)
- Data Input (e.g. CBS, MS Office, Web)
- Customer Relationship Management (e.g. Salesforce, Cherwell)
- Project Management (e.g. SmartSheets, MS Project)
- Productivity & Collaboration (Excel, Word, Outlook, Teams, PowerPoint)
- Monitoring (e.g. Nagios, Web, Management Consoles)
- Remote Administration (e.g. GlobalProtect, Bomgar) Web & App Development (e.g. VMWare, Developer Tools, Scripting.)
- Lite Graphic Design (e.g. Creative Cloud, OmniGraffle)
- Telecommuting (e.g. GlobalProtect, Remote Desktop, Web, MS Office)
Power User Typical Activities
- Occasional Video Editing (e.g. Final Cut, Premier)
- Lite Database Administration (e.g. Oracle, SQL, Developer Studio)
- Occasional use of Data Analytics software (e.g. MS Office, Tableau, R, PowerBI, XL Connect)
- Occasional Use of Engineering Software (e.g. AutoCAD, ArcGIS)
- Management Consoles such as Palo Alto)
- Occasional Testing (e.g. VMware Virtual Machines)
- Server Administration (e.g. VMWare, Compilers, Scripting Tools, Management Consoles)
- Graphic Design (e.g. Creative Cloud, OmniGraffle)
Drafter/Designer/Data Analytics Typical Activities
- Heavy use of of Video Editing (e.g. Final Cut, Premier)
- Database Administration (e.g. Oracle, SQL, Developer Studio)
- Data Analytics software (e.g. MS Office, Tableau, R, PowerBI, XL Connect)
- Engineering Software (e.g. AutoCAD, ArcGIS, Management Consoles such as Palo Alto)
- Testing with Virtual Machines (e.g. VMware Virtual Machines)
- Graphic Design (e.g. Creative Cloud, OmniGraffle)
Headsets and Webcams
At this time, ETS recommends the following Headsets and Webcam. High definition web cameras are strongly advised. For headsets, we recommend one with some form of built-in noise cancellation. The items listed below are not an exhaustive list, but rather are the most budget-friendly recommendations.
- Webcams
- Logitech C920
- Logitech C930
- Headsets
- Poly 3220 (Wired USB-C)
- Dell WH5024 Pro Wired Active Noise Canceling Headset
