IT Services > Technology Purchase Requests
Due to procurement policies mandated by the State, Western has created new workflows for the purchasing of computer hardware and software. This page will guide you through the new purchase process and standards.
The Technology Purchase Form
Items which fall under the umbrella of campus technology, have a cost of less than $5000, and do not require signing a contract must be purchased through the Technology Purchase Request Form, which can be found on the IT Services Web Page. If your item has a single unit cost of more than $5000, or requires signing a contract, you will need to go through the requisitions process with Business Services. The form covers three main areas: Hardware Purchases from Inventory, Custom Hardware Purchases, and Software Purchases. All purchase requests initially pass through ITS for approval on a feasibility and security basis, before being sent to the Department Chair of the department indicated within the form for approval on a financial basis.
Department Chairs: When you receive the approval message through email and/or Microsoft Teams, you are expected to supply the index code to be charged in the text box which appears upon clicking “Approve”.
Hardware Purchases from Inventory
IT Services keeps a small inventory of incidental devices such as webcams, speakers, basic wired mice, and basic wired keyboards which can be purchased quickly without the need for ITS approval. The price of each inventory item is listed on the corresponding page of the Technology Purchase Form.
Custom Hardware Purchases
The Custom Hardware Purchase option is used for any Campus Technology items which are not listed on the Hardware Purchase from Inventory page. Campus Technology items are defined as any electronic hardware which interfaces with UM Western computers or networks, smart devices, displays, peripherals, etc. Examples of Campus Technology items which must be purchased through the Technology Purchase Form include, but are not limited to, computers, keyboards and mice, monitors, tablets, smart home devices, printers, copiers, and ink and toner cartridges. Examples of items which do not need to be ordered through the Technology Purchase form include calculators, radios, clocks, analog devices, desk accessories, ergonomic items, and furniture. If you aren’t sure if something should be ordered through the Technology Request Form, you can ask IT Services at [email protected] or dial extension 7777.
If you are ordering a computer, it is recommended that you add details about the computer’s intended use in the comments section of the form. Such details may include types of specialized software you may use, or for advanced users, what kind of hardware specifications you require.
Software Purchases
The Software Purchases section of the Technology Purchase Form is adapted directly from the Grizmart form for software purchases, and as such, may seem daunting at first, but with a few key pieces of information, the required fields can be satisfied.
TeamDynamix Requests
Initially, you will be asked to check if your software is available through UM TeamDynamix. A link is provided on the form page to the list of available software. If your software is available on that list, simply fill in the information on the next page and click Submit, and ITS will submit the request to UM.
Non-TeamDynamix Software
There are some initial steps that must be taken before submitting a Software Purchase Request for Non-TeamDynamix Software:
- You must have a contact email for the vendor of the software you are attempting to purchase. This is normally the email address of the sales representative you are purchasing the software from, or have received an invoice from. If you cannot get a contact email from the vendor, choose the “My software cannot be purchased through a purchase order” option in the Software Purchase section of the Technology Purchase Form.
- The vendor must be registered in PaymentWorks on Grizmart. To start this process, send the vendor contact’s email address to Mary Dwyer in Business Services. If you do not have a vendor contact or are simply purchasing through a website, contact ITS, as we may be able to get a license through SHI.
- The vendor must supply a SOC2 or HECVAT security assessment, which you attach to your Technology Purchase Form. Most vendors which deal with educational institutions will have one of these assessments on hand already, but if they do not know what they are, you can send them the link to the HECVAT, which is also in the Technology Purchase Form.
I Am Renewing Software from a Previous Purchase Order
If you know that you have previously purchased a software license through a Purchase Order, select this option. An attempt will be made to find your previous purchase and renew based on the information found. If you’ve previously submitted a SOC2 or HECVAT assessment for this software, you may not be required to submit another.
I am Buying a New Software Subscription Via Purchase Order
Or
I Have an Invoice for My Software That Needs to be Paid
If your software hasn’t been bought through Grizmart before, or you aren’t sure if it has, choose this option. Answer the questions to the best of your abilities; not all of them are required, but if you fill in the ones you can, it is a great help.
Software That Cannot Be Purchased Through a Purchase Order
If none of the above options apply to your software, or you don’t have a vendor contact email to give access to PaymentWorks, use this option. This option is a last resort catch-all for situations which don’t fit our standard model, and require a custom approach from ITS. We will either request a license through SHI, or work with UM to figure out a solution.
This process is not set in stone, and may evolve to better accommodate faculty and staff needs. If you run into issues with the form, or have questions or suggestions, please contact IT Services at [email protected].