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IT Purchases

Making IT Procurement Secure

To ensure cost-effective and secure IT purchasing, the University requires that all IT items are purchased through IT Services. This helps to prevent duplication, enhances cybersecurity, ensures effective data management and leverages the benefits of our strategic supplier partnerships, such as extended warranties and better support.

Why Purchase Through IT Services?

  • Eliminates Duplication - Centralised purchasing reduces redundant purchases and saves costs.
  • Enhanced Cybersecurity - All software and hardware are vetted to meet University security standards.
  • Better Value and Support - Strategic supplier agreements provide access to competitive pricing, extended warranties and reliable support.

Eligibility for New Members of Staff

All new Queen Mary staff are eligible, as standard, for the following equipment and support:

  • Primary device (normally a laptop), funded by ITS up to a value of £1,300. Any additional cost above this amount must be funded locally by the department
  • Device charger, funded by ITS
  • Basic headset, funded by ITS

Each desk on-campus is equipped with a hub monitor, keyboard and mouse, all funded by ITS.

Any additional equipment or requirements beyond this standard provision must be funded locally by the department.

Replacements or Repairs for Existing Members of Staff

If your device develops a fault, please raise a ServiceNow ticket so that ITS can review the issue.

  • Devices under five years old will be repaired where possible.
  • Devices over five years old will generally be replaced.

If a device is accidentally damaged, the repair or replacement will not be covered by ITS or by the manufacturer’s warranty. In such cases, ITS will arrange the necessary repair or replacement, but the associated cost must be covered locally by the department.

What Must Be Purchased Through IT Services?

Most IT items should be purchased directly through the IT Services self-service portal. However, some peripherals and accessories are available for colleagues to purchase via the e-marketplace in Agresso.

Basic peripherals (chargers, mice, headphones and keyboards) can be collected from pickup points, without charge. Staff do not need to raise a ticket in advance but any items collected will be recorded by CCS. More information, including pickup point locations, can be found on the 'IT Equipment Lifecycle' page.

The table on the ‘How to Purchase IT Equipment’ page shows which items can be purchased via e-marketplace and which items can be ordered via the self-service portal. 

Please note, ITS cannot support with the procurement of the following items:

  • Standard batteries (such as AA, AAA)
  • Cameras and video cameras
  • Computer consoles and games
  • Microscopes

How To Purchase IT Items

There are two routes for colleagues to order IT equipment:

1. Self-service Portal

For support in using the self-service portal ServiceNow, including FAQs, please visit https://www.qmul.ac.uk/its/support/self-help/self_service/

2. e-marketplace (Agresso)

Please note, only colleagues with ‘buyer’ permissions in Agresso can access the e-marketplace. We advise working with local administration/finance staff to place orders. Further support on how to access the e-marketplace and user guides can be found here: https://www.qmul.ac.uk/finance/intranet/agresso/

Detailed instructions on how to use e-marketplace for those with buyer permissions can be found in this guide: https://www.qmul.ac.uk/finance/intranet/agresso/media/agresso/systems-training/195138.pdf

Further guidance is available via the pages below.

How to Purchase IT Equipment

How to Purchase IT Software

IT Equipment Lifecycle

For information about how items are funded, replaced, or returned when a staff member departs Queen Mary, please visit the IT Equipment Lifecycle page.

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