OrderIT Help
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Overview
The OrderIT site is available to authorized employees in departments to view monthly IT Services billing statements and to order information technology services such as phones, pagers, personal billing numbers (PBN), and data center requests. These employees are known as Department Contacts. Access to the OrderIT site is via the web at http://orderit.stanford.edu.
The application that supports the OrderIT site is a subscriber-based billing application. This means the billing of a service is associated with a person (or department). Stanford made the decision to enter all faculty and staff as they appear in the Stanford Registry to be Subscribers of Service. There is a nightly feed from the Registry of new faculty and staff. There are many services that do not have a faculty or staff person associated. These services are associated with a department organization.
- Students cannot be listed as a subscriber to a departmental service. The subscriber must be assigned to a department organization.
- A subscriber's department is defined by their job-owning organization assigned in PeopleSoft. This information is important to know when searching in the OrderIT site for a person or service; you must know the subscribers Job Owning Organization and have authority for that Org to be able to get a search result. University Organization codes are four digits and listed here: http://www.stanford.edu/dept/pres-provost/budget/org/. Hospital and LPCH orgs are formatted with SUH and PCH prefixes, followed by the 5-digit cost center account.
- When placing orders, a subscriber must be assigned for all 'NEW' service orders. You will search for the person or department to assign the new service to.
- If you have problems placing orders or searching subscribers and services using the OrderIT site, you may not have authorization for a particular Org. Submit a HelpSU request using Request Category: Web Applications, Web Sites, Request Type: OrderIT.
Site Features
For detailed instructions on these features, review the Training Guide. If you have not completed training, please sign up for the lecture or e-learning option using STARS training registration in Axess.
- Place Orders: create orders for new services, make changes to existing services, move services, and disconnect services.
- View IT Services Information: search for and view, print, or download information about existing service features, location information associated to a specific service, and service charges.
- Review Billing Statements: run, print, and download monthly IT services account reports for current or historical months.
Department Contact Roles and Access
Department Contacts may use the OrderIT site for the following:
- to view their monthly department IT Services billing statement(s).
- to place service order requests for information technology services.
A department contact may have one or both roles. When requesting access, a department contact must identify their role(s).
When requesting access to view monthly department IT Services billing statement(s), identify the (PTAO, Cost Center) account(s) you need access to view. Hospital Contacts must identify your Cost Centers by prefix of HH or C0.
When requesting access to place IT Services' Service Order request, identify the job owning org (org code on employee job record) of the subscriber to the service. Hospital Contacts orgs are identified with the employee department Cost Center.
Quick Tip: Ask the HR representative in your department for the list of all orgs assigned to employees in your department and include the complete list of orgs in a HelpSU request to IT Services.
For access to the OrderIT Site, a Department Contact must submit a HelpSU request with Request Category: Web Applications, Web Sites; Request Type: OrderIT.
To set yourself up as a Department Contact, submit a HelpSU request.
Desktop Requirements
- Browsers for PCs: Internet Explorer 5.5 or higher.
Browsers for Macs: Mozilla 1.7.5, Mozilla Firefox 1.5, or Netscape 7.2. - To view statements as PDFs, Adobe Reader 5.0 or later is required and can be downloaded for free from the Essential Stanford Software site. Adobe Acrobat Professional is not compatible with this site.
- To download statements as spreadsheets, Microsoft Excel is required.
Training for OrderIT Site Users
Monthly training sessions are held in Turing Auditorium for Department Contacts. Additionally, you have the option to take the training online. Sign up for either learning method via Axess. Click on the Training tab and search the catalog for the course title "OrderIT Site". Click on the course title. Registration is required to attend or to complete the online training.
Training topics include how to:
- Access the OrderIT site
- Get departmental contact authority
- Place orders using the OrderIT web site
- Monitor order status
- View service profiles
- View, print, and download the IT Services billing statements using HTML, PDF, or Excel formats
- Customize billing reports
- Maintain contact information
- Manage billing accounts
For More Information
For further information, submit a HelpSU request with Request Category: Web Applications, Web Sites; Request Type: IT Services Site (IT Services billing - departments) or contact the Service Desk at 5-HELP (650-725-4357)
