Overview
The Lifecycle Refresh Program at the Yale School of Medicine is a strategic initiative managed by the Technology Support Services (TSS) Team. This is designed to enhance the efficiency and consistency of the IT equipment procurement, delivery, and ownership of technical assets. This program aims to establish standardized practices and guidelines for the acquisition of all technical assets and related services within the School of Medicine.
Purpose
The primary purpose of this program is to streamline the purchasing lifecycle, from initial assessment to deployment and ongoing maintenance. By implementing standardized procedures, HSIT aims to optimize resource utilization, minimize risks, and ensure that all acquisitions align with organizational goals and compliance standards.
Scope
From now until July 2024, this program is being piloted with Internal Medicine Only. Additional departments will be invited to join this program as it expands its operational scope. If you are interested in learning more about this program, please reach out to your department’s business office.
Requesting a New Device or Replacing an Existing Device
This section provides all faculty, staff, and other interested parties with guidelines and procedures for procurement of devices and the correct procedure to follow to make a purchase request.
Requirements needed to complete the request form and approvals required once submitted:
- Current COA
- Campus shipping address
- Understanding what’s available within the Device Catalogue
Approvals:
After completing the equipment request form, the submitter will receive a confirmation email. Then the approval process will begin:
1) An e-mail will be automatically submitted to your direct manager (as indicated in Workday).
2) When your direct manger approves the equipment request, the approval will then be sent to your department’s cost center’s lead admin.
3) If your direct manager ignores the approval request, the request will not advance. You will need to notify your direct manager to alert them that a request is pending their approval.
If either your direct manager or the department cost center lead admin approvers deny the equipment request, the submitter will receive an email stating that their request was denied.
NOTE: If you don’t see any follow-up communication regarding your order after 48 hours of submitting a equipment request, please get in touch with your manager to see if they’ve approved or denied your request.
Questions or Concerns:
Lifecycel Refresh Communications E-mail: ysm.lifecyclerefresh@yale.edu
What Happens If Request is Approved or Denied?
If your request is approved by your department, you will receive an e-mail providing you will instructions on how to receive your device based on the pick up options you selected in the request form.
If your request is denied, please speak with your manager and/or business office.
Location of Device Pickup:
Harvey Cushing/John Hay Whitney Medical Library
Sterling Hall of Medicine
Room LE-20
333 Cedar Street, New Haven, CT
Quick Links:
- Click to request a new or replacement device
- YSM Current Device Catalogue - lists the current devices we have in stock and the technical specs of each item offered.
Getting started with your new device:
Initial Setup for a Windows/PC Device
| First Time Loging in: |
It is recommended to log into the device for the first time while you are on the Yale campus and connected to the Yale Secure Wi-fi network with your Yale NetID and password. Once your device is turned on, ensure it is connected to Yale Secure by clicking on the Wi-Fi icon in the bottom right. The login to the network with your Yale NetID and password. |
|
DUO multi-factor |
Duo is setup during initial onboarding via https://mfa.its.yale.edu
If you have not previously setup DUO, it will detect you have no enrolled devices and begin the enrollment process exactly as in the enrollment email. Just follow the on-screen instructions to complete setup. |
|
Log into the Office365 |
First, log into your Office 365 apps by opening the Outlook application installed on your device. You should be requested to put in your Yale NetID and password. After entering your credentials and registering for the Outlook application, your other Office 365 suite applications, such as Word, Excel, PowerPoint, and OneNote, will be activated as well. |
| OneDrive Setup | Open OneDrive application, login using your e-mail and password. Continue through prompts, your machine will start syncing data from any previous device OneDrive setups and start backing up any data in your Documents, Pictures, and Desktop folders. |
| Accessing E-mail: | Using the Outlook application or via web browser: https://outlook.office365.com/mail/ login using your Yale NetID and password. |
| Installing/Licensing Applications: | Use the Software Center application or via the link https://yale.onthehub.com/ to install additional applications such as Citrix Workspace, Adobe Reader, etc. New licenses can also be activated in the software center. |
Initial setup for an Apple Device
| First Time Loging in: |
It is recommended to log into the device for the first time while you are on the Yale campus and connected to the Yale Secure Wi-fi network with your Yale NetID and password.
|
| DUO multi-factor |
Duo is setup during initial onboarding via https://mfa.its.yale.edu If you have not previously setup DUO, it will detect you have no enrolled devices and begin the enrollment process exactly as in the enrollment email. Just follow the on-screen instructions to complete setup. |
| OneDrive Setup | Open OneDrive application, login using your e-mail and password. Continue through prompts, your machine will start syncing data from any previous device OneDrive setups and start backing up any data in your Documents, Pictures, and Desktop folders. |
| Accessing E-mail: |
Using the Outlook application or via web browser: https://outlook.office365.com/mail/ login using your Yale NetID and password. |
| Installing/Licensing Applications: |
Use the “Company Portal” or via the link https://yale.onthehub.com/ to install additional applications such as Citrix Workspace, Adobe Reader, etc. New licenses can also be activated in the software center. If you did not request admin rights with your equipment, please contact the help desk. |
Getting Help and Frequently Asked Questions
| Copying data from an existing device |
Please refer to your INC ticket (support request ticket) found at https://its.yale.edu then “My Items” to coordinate with a technician for assistance. A support ticket will be automatically created during the purchase request. |
| Creating an IT support ticket |
Access https://helpme.yale.edu , click on “Request A Service”, then “Open Support Ticket” on the right side of the page. This page also has standard requests if you are looking for specific support such as requests for Admin Rights, Managing Duo Devices, etc. |
| Device Troubleshooting |
Any technical repairs/troubleshooting should be facilitated by calling the Yale Helpdesk at 203 432-9000, If needed a YSM support Tech will be assigned. More detailed information on requesting IT support can be found at this link: https://healthsciencesit.yale.edu/technology-support |
| Enrolling another device in DUO |
Use this link to add another device: https://yale.login.duosecurity.com/devices Login with your Yale NetID and password and then select either I Have a New Phone or Add a Device. Follow the instructions in the website to add a new device. |
Frequently Asked Questions:
Q: What exactly is the Lifecycle Refresh (LCR) program at Yale School of Medicine?
A: The LCR program aims to standardize and optimize the lifecycle management of IT and AV equipment across the Yale School of Medicine. It focuses on improving operational efficiency, enhancing user satisfaction, and ensuring that equipment management aligns with the latest technological standards and organizational goals.
Q: What is the purpose of the LCR program?
A: The LCR program represents an effort to organize the purchase, configuration, ongoing management, and systematic replacement of IT equipment within the university. These activities will all lead to enhanced operational efficiencies, decreased IT management liabilities, and ensure full compliance with Yale’s litany of IT policies can be maintained. Starting March 4, 2024, we begin a pilot program centered on the Department of Internal Medicine. This pilot will be a critical phase in enhancing and fine-tuning our process before we go out with the entire program. After the successful completion of this pilot, we intend to expand this LCR program so that it will now cover the entire Yale School of Medicine.
Q: Who is eligible to participate in the LCR program pilot?
A: Initially, the program is piloted with the Department of Internal Medicine, with plans to expand to other departments.
Q: Who is eligible to participate in the LCR program and are there expansion plans?
A: Initially, the Department of Internal Medicine is participating in the pilot phase of the LCR program. Based on the outcomes and learnings from this pilot, plans are in place to gradually expand the program to include other departments within the Yale School of Medicine.
Q: What is the process for requesting a new device or a replacement through the LCR program?
A: To request a new device or replacement, please complete the designated request form on the LCR program portal. This form requires approval from the recipient’s direct manager and the department’s lead administrator, a current Chart of Accounts (COA) number, and a valid campus shipping address.
Q: What steps should I take if my device request or a user within the area has a request is denied?
A: If a request is denied, discussing the decision with the approving manager or the department’s business office is essential. They can provide further guidance, potentially identify alternative solutions, or clarify the reasons behind the decision.
Q: What types of devices are supported by the LCR program?
A: The YSM Current Device Catalogue, accessible through the LCR program portal, provides a detailed list of supported devices, including their specifications and intended use cases. This catalog is periodically updated to reflect the latest technology and organizational needs.
Q: How do I properly set up my new device obtained through the LCR program?
A: Each device comes with comprehensive setup instructions (Link Coming Soon) covering initial login procedures, DUO multi-factor authentication setup, OneDrive configuration, email access, and guidance on installing additional applications as per your role’s requirements.
Q: What is the recommended procedure for transferring data from an old device to a new one?
A: For data transfer assistance, please refer to the Incident Control (INC) ticket associated with your device request. It contains coordination details with a designated IT technician who will assist you in securely transferring data to your new device.
Q: How can I access IT support or create a support ticket?
A: For IT support, visit the Yale IT Support Portal at https://helpme.yale.edu. Click on “Request A Service” and then select “Open Support Ticket” to submit your query or request assistance. Ensure that detailed information is provided to expedite the support process.