This knowledge base article outlines the standard turnaround time and process for deploying laptops at Otis. Setting clear expectations helps ensure timely delivery while accounting for procurement, configuration, and scheduling requirements.

Scope

This applies to:

• Staff and full-time Faculty laptop requests

• Replacement and refresh laptops

• New hire laptop deployments

(Student loaner laptops and classroom/lab equipment are handled under separate processes.)

Standard Turnaround Time

Turnaround time depends on inventory availability and time of year:

1. Laptops In Stock

If the requested laptop model is already in IT inventory:

• Estimated turnaround: 2 –7 business days

• Includes imaging, software installation, security configuration, and user setup

2. Laptops Not In Stock (New Purchase Required)

If a laptop must be ordered:

• Estimated turnaround: 4–8 weeks

• Timeline includes purchasing, shipping, imaging, configuration, and scheduling delivery

3. Peak Periods

During high-demand times such as:

• Start of semester

• End-of-year refresh cycles

• Senior Show / Exhibition periods

Turnaround times may be longer due to volume and staffing constraints. Requests are processed in the order they are received, unless otherwise approved.

Request Requirements

To avoid delays, requests should include:

• User name and department

• Justification (new hire, replacement, refresh)

• If the Laptop needs to be shipped, an additional week may be required.

• Requested date (advance notice strongly recommended)

New Hire Requests

• New hire paperwork must be received and an onboarding ticket created by HR before most of the new laptop setup can begin.

• New hire laptop requests should be submitted at least 1–3 weeks before the employee’s start date.

• Late requests may result in delayed delivery or temporary loaner equipment (if available).

Important Notes

• IT cannot guarantee same-day or next-day laptop deployments.

• Requests submitted with insufficient notice may impact teaching, meetings, or productivity.

• Loaner laptops are limited and prioritized for instructional continuity.