Technology Purchasing Policy

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Purpose

Information Technology (I.T.) is charged with supporting university owned computer hardware, software and peripherals in ways that meet university strategic priorities.  St. Edward’s University is a highly interconnected instructional entity, and is dependent upon secure and reliable technology to meet these priorities.  I.T. is responsible for maintaining the university network, servers, workstations, and peripherals, maintaining quality at reasonable costs.  This policy establishes standards, guidelines, and procedures for the purchase of these technologies in ways that support excellent stewardship of university resources. 

In a proactive effort to be wise stewards of university resources, I.T. purchases technologies that are sustainable, compatible with existing systems, and can be efficiently supported.  As a result, I.T. has negotiated numerous purchasing agreements with hardware, software, network, and telecommunication vendors, service agencies, multimedia companies, software developers and others. In order to take advantage of these contracts and ensure that technology purchases meet university standards, I.T. must be involved in all information technology related purchases in order to provide: 

  1. compatibility with SEU’s network environment;
  2. compliance with SEU’s security policy;
  3. suitability based on needs assessment;
  4. licensing compliance for software purchase;
  5. hardware and software that can be efficiently supported;
  6. availability of sufficient SEU resources (including initial and recurring costs);

The Vice President of I.T. has been asked by the university’s administrative staff to enter into agreements and commit University resources to purchase technology on campus. Technical Acquisitions has been assigned the task of purchasing technical goods and services based upon documented requests, proper signature authority, and available funds.

Purchase of Standard Technology

Standardization allows the university to efficiently select and manage technology, obtain better technology pricing, reduce maintenance costs and increase access to training and assistance.  These standards are re-evaluated periodically based on common needs, vendor offerings, cost, reliability, supportability, quality, sustainability, compliance with recycling policies and timeliness of vendor response.   When technology is adopted as a campus standard it is considered to be pre-approved for purchase by Technical Acquisitions.

Purchase of Non-Standard Technology

Purchase of non-standard technology components should be minimal, and justified through extenuating circumstances. This includes technology purchased through grants and other non-university funds. The university will not reimburse or support the purchase of any technology related item, unless that purchase was made through and/or with the knowledge and approval of Technical Acquisitions.

In certain cases, when services are being considered for purchase, or new systems are being considered for in-house development, the Technology Procurement Committee, a subcommittee of the IT Council, must review and approve vendor selections, consultant engagements, development plans, and contract language.  In these instances, individuals or groups will be asked to start the Application Due Diligence process by filling out the Technology Initiative Questionnaire. 

Technology Purchasing Procedures

These procedures have been developed in support of the Technology Purchasing Policy.

Standard Purchase Requests

All university technology requests are processed through Technical Acquisitions.  The purchasing procedure is initiated by executing a purchase request. Individual departments may gather information on items being considered for purchase and include this information with the request.  The end user may request technology by:

  • visiting the Technical Acquisitions website to complete a hardware or software request form;
  • contacting the Help Desk X8433;
  • contacting Technical Acquisitions for technical consultation.

The Cost Center Manager/Dean must approve purchases. To facilitate turn-around, and to give the best possible service, please have the following information available or included when requesting or submitting via online:

  • Quantities, complete item description(s)
  • Cost Center to be charged
  • Date needed

Requests should be submitted with sufficient time to obtain price quotations and place orders without causing undue delay. Please provide as much lead-time as possible. To duplicate a previous purchase, the prior order should be referenced.

RPA – Requisition, Purchasing & Accounts Payable

All orders must be placed via the RPA system. All items requested must have electronic approval prior to purchasing goods and or services. Please note:

  • Using an RK number as a Purchase order is strongly discouraged, and may expose the university to liability.
  • All technology requests must have approval prior to ordering and must be placed with an authentic PO number created through Technical Acquisitions.
  • Any technology purchases must use the listed accounts:
    • 6680 – Minor Equipment (Charges made to this account must not exceed $1000)
    • 6685- Software Purchase
    • 9000- Computer Hardware  (All charges to this account must cost per line item over $1000)
    • TBD- Technology Contracts and Yearly Agreements.
    • For accounts that have not been activated in current budget year, please contact the Business Office.

Non-standard Purchase Requests

All requests for non-standard technology should begin with the Technology Initiative Questionnaire (TIQ).  The completed TIQ should be submitted to the Chair of the Technology Procurement Committee, a subcommittee of the IT Council.  The Technology Procurement Committee will assign IT staff to work with you to determine the appropriate technology for your needs and, if necessary, assist you in filling out the Application Due Diligence form which will guide you through selection of a software application.  The TIQ and Application Due Diligence form will be presented to the IT Council as part of the Council’s decision making process.

Additional Information:

Signature Authority

Technical Acquisitions is responsible for ensuring that all documents bear the proper electronic signature levels prior to order placement. Signature levels are determined by dollar value per accounting department guidelines. The Vice President of Information Technology must approve all Technology purchases of hardware, software, and related contracts amounting to $5,000 or greater.

Specialized or high volume requests

Requests for large numbers of computers, standard configurations with additional components, or requests for non-standard equipment may require several weeks notice. Equipment orders from vendors typically range from 1 to 4 weeks from order to delivery, depending on the unit or components ordered. Only standard equipment, in limited quantities, will be kept on-hand.

Funds Responsibility

It is the responsibility of the requesting department to ensure that funds are in place prior to order placement. Purchasing will verify funding and offer assistance as needed.

Contracts

Technical Acquisitions will be responsible for the administration of technology contracts including, but not limited to: hardware, software, data, web domains, copiers, service, and “smart” phones for St. Edwards University. This includes managing all actions associated with contracts, including renewals, warranty issues, and vendor returns or replacement.

Resources

Technology Initiative Questionnaire
Application Due Diligence Form