< !!! INTERNAL USE ONLY !!! >
Not for distribution directly to end user
Overview
The Mobile Communication Device Request Workflow is a structured process designed to streamline the request, approval, and provisioning of mobile devices within the organization. This workflow involves multiple stages and requires approvals from various organizational roles to ensure proper authorization and accountability.
Audience
Faculty and Staff
Process
Mobile Communications Device Request Form
Approval routing: Organization Manager → Department Head/Director → (Grant Accountant if grant-funded) → VP of Administrative Services. After approval, the Office of the CIO receives the request and follows up with the requestor.
When the form is initiated, the requestor will be asked to identify the first name, last name, and email address of their Department Head/Director and Organization Manager as shown below.
After selecting Continue, the requestor will complete the Mobile Device Request and Agreement Form. The first name, last name, and email address are auto populated based on the person completing the form.
The requestor will then choose the Device Type being requested. If BYOD or CCBC-Owned Device is selected, they will also be asked to choose a Device Option
After completing the justification, the requestor will select the signature box and type in their name as shown on the screen. They will then select the Sign Electronically button.
Once the requestor selects the Submit Form button, they will have the option to view and save the form as a PDF.
An email will be sent to the Organization Manager letting them know that a request has been initiated. They will be provided the link to the form in the email that they can select to access and review.
The Organization Manager can review the submitted form and justification. They will then select whether the request will be grant funded. If yes, they will be asked to select the appropriate Grant Accountant from a drop-down list.
After selecting the appropriate drop-down options, the Organization Manager will click on the signature field to complete the signature and then select the Submit Form button.
The Department Head will then receive a similar email notification with a link to review and sign the form. The department head/director will review the information, sign the form, and then select the Submit Form button. If they have questions or if they identify that something needs to be changed, they can select the Return for Revision option to return it to a previous participant. Return for Revision sends the request back to a prior step with comments so the information can be updated and resubmitted.
If the organization manager selected that it was a grant funded request, an email will be sent to the Grant Accountant letting them know that a request has been submitted and a link that can be used to review the request.
The Grant Accountant will review the request, provide the necessary FOAPAL (accounting code information), sign the form, and then select the Submit Form button to continue the request process.
After the Grant Accountant has signed the form (or if the organization manager selected that the request was NOT grant funded), an email will be sent to the Vice President of Administrative Services. The email will provide a link to the form for the Vice President to review.
The Vice President will have the option to Approve or Deny the request.
- If there is a need for more information, then they will select the “Return for Revision” button, make a comment in the box on what information is needed and then submit to return. (item three in image).
- There is a text box for the Vice President to include comments regarding the approval status. (item 1 in image below).
Once all signatures have been completed, an email will be sent to the Office of the CIO sharing the approved request. In addition, the requestor will receive the below notification. Additional information will be provided to the requestor by the Office of the CIO.
Questions regarding the request or approval can be sent to the Office of the CIO at CCBC-CIO@ccbcmd.edu.