Orders

The following pages outline the procedures and best practices for creating and requesting orders.

Personal Orders

Please visit this page to order personal equipment or get quotes for Apple or Dell equipment.

UMIACS Orders

Requesting Orders Tickets

Important Considerations

• Verbosity is always preferred to lack of critical details.
• Ticket descriptions should contain a list of specific items being ordered (provide direct links) unless you're attaching an official quote. No wishlists or links to carts.
• If it requires priority shipping, please include that in the subject of the email.

Send email to staff

Before proceeding: If the account you plan on charging is owned by the Computer Science Department, please consult their FAQ for ordering the equipment you want.

We offer a simple Media:Ordering_Form.pdf that you can fill out and send to orders@umiacs.umd.edu along with any applicable quote(s). Please make sure that you CC the PI or include the email confirmation for any accounts that require committee approval (eg. RQS).

Otherwise you can email orders@umiacs.umd.edu following these instructions.

• Please CC the PI for the KFS account you want to charge.
• In the body of your email:
  • Specify the KFS account to charge.
  • Specify the items using links or attached quotes and specify the amount of each item. Please do not use wishlists or carts.
    • Quotes must include any applicable shipping costs.
    • If ordering from numerous vendors:
      • Send one email per vendor. Otherwise, UMIACS staff will separate your request into different emails/Jira tickets anyway.
      • Specify if you want priority shipping per vendor. If no shipping speed is selected, the lowest cost shipping that still provides tracking will be used.
  • Specify the purpose of the purchase (brief description). If on sponsored funds such as federal grants, the description should also provide how the purchase relates to the purpose of the project.

When Staff Receives the Ticket

• As long as the PI is CC'd and all needed information is present, we will go ahead and process the order.
• You will receive an email to pick up the order when it arrives.

Submitting/Creating Order within Jira

Important Considerations

• Verbosity is always preferred to lack of critical details.
• ORDERS ticket descriptions should contain a list of specific items being ordered unless you're attaching an official quote. No wishlists or links to carts.
• Always attach supporting documents (like a PDF print-out of a dell e-quote, a vendor-furnished quote, or a screen-shot of a requestor-furnished wishlist or cart.)

Step-by-step

• Create an Issue via the Jira web interface.
  • Go to https://intranet.umiacs.umd.edu/jira/servicedesk/customer/portals.
  • Select the Order option.

You will be presented with the default ordering screen. Here is a very fictitious example:
Please note that Summary, Reporter, Account and PI are mandatory fields.

• Requester
  • If the order is being requested by CBCB, MC2, or QuICS, prepend the summary with [CBCB], [MC2], or [QuICS] respectively.
• Summary
  • This should be of the format "Vendor | Brief Description".
  • If the order must be placed today, this will instead be "PRIORITY TODAY | Vendor | Brief Description".
• Account
  • This should be the account (KFS) to be charged. Please be as specific as possible with either account number or account description (e.g., don't say "DRIF" since there are multiple DRIF accounts, instead say "UMIACS DRIF", or "CHIB DRIF", etc.)
  • In the event that a single order has multiple accounts, list them all and specify which items are being charged to what accounts (or what percent of an item is being charged to an account) in the description.
• PI
  • A PI (Principal Adviser) who has approved the purchase on the KFS account.
  • In some cases, multiple PIs can charge to a single KFS account.

• Description
  • Provide a description of what you want to buy or provide it in a comment before you submit your order.
  • When possible, provide a link to the item to be purchased.
  • When purchasing through Amazon or a site that provides fulfillment for third party vendors, please state the specific vendor that is providing the item and at what price. This work to prevent errors caused by ordering from a different vendor when the site auto-updates
  • It's good to be polite with your description. ex - "Hi, please purchase $requestedItems. Here are the links/relevant information: $relevantInformation. Thanks!"