When do I submit an IT Acquisition Request?
YES for
any new software or service being acquired for university business, regardless of dollar amount, including cloud and IT consulting services.
includes any new plug-in or add-on to an existing software or service changes how a platform is used or the data involved
includes web-based software (i.e., software accessed online and/or has a login) or software downloaded directly to your computer (both personal and university-owned devices) for university work.
Note: It is recommended you know the software/service provider you want to acquire from. Multiple software providers make it difficult to review and can take significantly longer.
any hardware, service or software that is NOT considered an IT Standard Purchase.
NO if
it's a contract renewal, unless there are significant changes such as:
Change in how the software /service is being used
Change in what data is stored (e.g. confidential data)
Change in how the software/service is accessed
New Software/Service/Functionality including
AI and third-party integration
Accepting payment or donation from App State or other affiliates
Examples that are NOT significant changes:
Cost increase
Increased user count
software/service already exists on campus
Refer to our Software & Service Catalog. If it is included, it is already owned/used by campus members, which means you do not need to submit an IT Acquisition Request.
Example: "Department A" has its own license(s) for SigmaPlot, "Department B" needs to purchase licenses for SigmaPlot. Although it is a new purchase for "Department B," SigmaPlot is already approved and in use on campus.
Not sure what meets your business needs?
If you do not know the specific solution or vendor that would best meet your needs, reach out to the IT Support Services by submitting an Account Assistance ticket to assess your needs and explore available matching solutions.
If a Request for Proposal (RFP) or Request for Quote (RFQ) is required to determine the solution, notify Procurement Services to initiate a requisition in Yo-Mart. For more information, review the Procurement Manual.
Provide a comment that the request will go through the IT Acquisition process, and input may be needed by the review teams.