Overview
The following information details how computing devices are allocated, managed, and maintained under Michigan Medicine’s general computing program, overseen by Health Information Technology & Services (HITS). It covers which roles are eligible for standard hardware, guidelines for personal use and security, hardware replacement cycles, how to order and return equipment, and the process for requesting accessories or specialty items. Following these guidelines helps ensure that resources are used responsibly, devices remain current with security patches, and staff have the equipment they need to perform their roles effectively.
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One Device Per Individual
Students, medical school faculty, providers, and designated staff roles are preapproved for a single desktop or laptop through the general computing program funding. Additional devices or out-of-lifecycle replacements are not covered but may be purchased separately if needed.
Personal Use & Security
Your assigned computer is for work use only. Do not share your credentials or password with others.
Equipment Lifecycle & Replacement
HITS follows industry-standard hardware replacement cycles to ensure devices remain compatible with current OS releases, driver updates, and security patches:
- Laptops – Replaced every 4 years.
- Desktops – Replaced every 5 years.
HITS monitors device age and will notify you when your computer is eligible for replacement.
Accessories
HITS provides standard accessories, which can be ordered through the Help Center or included with a new computer request via the Device Ordering Guide.
For specialty accessories, HITS can assist in identifying specialty accessories tailored to specific workflows, though funding must come from the user's department.
Device Returns & Repurposing
All equipment must be returned to HITS once it is no longer in use. When an employee leaves, they must complete the Turn in Computer Equipment catalog item.
Departmental leadership is responsible for ensuring issued devices are returned, regardless of work arrangement.
Returned devices are reconditioned and repurposed for future use.
Order a Computer, Accessories, or a Replacement
Begin your equipment request with the Michigan Medicine Device Ordering Guide. This form collects your order details, confirms eligibility, and displays available equipment options.
Note: All requests must be submitted with a departmental shortcode for tracking and reporting.
Required Information for Orders
To place an order, have the following details ready:
- New Employee Device Request – Employee name, official start date, phone number, email, onsite work location, and department shortcode.
- Equipment Exchange or Upgrade – Department shortcode.
- Additional Equipment for Existing Staff – Department shortcode.
- Project or Bulk Orders – Shortcode, project billing number, and request tracking number.
- Consultation Request – Contact information, a brief summary of needs, and delivery location.