Information Technology Services

IT Acquisitions Process

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 IT Acquisition Flow Chart

IT Acquisition Process

Submission Request 

  1. For software or service acquisitions, submit an IT Software or Service Acquisition Request

  2. For Hardware acquisitions, submit an IT Hardware Acquisition Request

Initial Review

  1. First level review

    1. Conducted by IT Acquisitions Specialist

    2. Gather additional information from the customer and/or the vendor if necessary

    3. First customer contact within four hours of receipt of request

  2. Review includes 

    1. Determine specific use case(s) 

    2. Check for duplicate services 

    3. Identify appropriate review teams based on the request

Coordination with Review Teams

  1. Coordinated by the IT Acquisitions Specialist, supplying pertinent details required for assessments.

  2. Review Teams & Service Agreements

    1. ITS–Office of Information Security evaluates compatibility with security standards and assesses risk to the university

    2. ITS–Accessibility Team evaluates adherence to required accessibility standards/guidelines

    3. ITS–Enterprise Applications, Infrastructure, Support Services and/or Systems teams evaluate compatibility/feasibility with campus infrastructure, available resources and software systems already in use on our campus

    4. ITS–Academic Technologies team evaluates requests related to teaching and learning, with a focus on integration with our Learning Management System 

    5. University Communications evaluates compliance with web and communications policies

    6. Payment Card Oversight Committee (PCOC) assesses Payment Card Industry (PCI) compliance with Federal and State regulations

    7. AI Acquisition Team Review evaluates AI acquisitions to ensure alignment with the university's strategic goals, ethical standards and operational requirements

Communication & Updates

  1. Reviews are carried out in tandem by relevant teams to optimize workflow and minimize delays

  2. IT Acquisitions Specialist provides timely updates, communicating review outcomes and recommendations as they become available

Final Approvals & Recommendations

  1. Post review actions by IT Acquisition Specialist 

    1. Submits requests for any necessary IT Standard exemptions
    2. Obtains data stewardship approvals for software that handles sensitive or confidential information
    3. Once all assessments and approvals are complete, informs the requester whether the acquisition has been approved or declined
      1. If declined, whether due to risk, duplication or policy conflict, alternatives will be provided

Procurement

  1. Requester responsibilities 
    If approved, initiate the procurement process in compliance with university purchasing policies