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Instructional Technology Acquisition Process

Academic Technology & Information Technology Services 

Process for Acquiring New Technology

If you’re interested in getting new hardware or software to introduce to your department or class, please follow these steps keeping in mind that you, the requestor, is responsible for gathering all initial information and requesting approvals.

Part 1: Information Gathering

  •  Requestor informs department head of technology need.
  •  Requestor sets up a meeting with ITS and AT to outline the project.
  •  Requestor gets quote for technology from vendors, as well as a VPAT statement and works with Purchasing as necessary.

Part 2: Approvals

  • Requestor gets approval from program/department/division head or dean. 
  • Requestor submits ticket to 4ITS for tracking purposes, timeline, and feedback.
  • ITS /Academic Technologies review and approve the request.
  • Requestor gets approval from their VP if over $5k. Include a project summary.
  • Requestor gets approval from CIO and/or VP of Finance and Administration if over $5k. Include a project summary.
  • Requestor creates a tentative project timeline and outlines who is responsible for which step of the implementation.
  • Requestor follows the bid process used by Purchasing if required.
  • Requestor sends request for contract language to Legal. 
    • Includes SaaS/ Cloud 3rd party questionnaire completed by vendor
    • Includes data confidentiality agreement signed by vendor
  • Requestor sends the request to Purchasing to be entered into ESM.
  • Payment is generated by the department –purchase order created, etc. 

Part 3: Product Launch

  • After technology is procured and received, the requestor is notified by 4ITS of the next steps.
  • 4ITS/Academic Technologies/MMS determines stakeholders needed to implement and provides information to stakeholders about the project.
  • Product is launched, preferably as a pilot.
  • Communication is sent to appropriate stakeholders
  • Requestor evaluates product.

Factors Considered for Approval

  1. Duplication of software (duplicates will not be approved)
  2. Funding availability
  3. Implementation timeframe and priorities of ITS/AT/MMS
  4. Compatibility with current systems including infrastructure
  5. ADA compliance- Voluntary Product Accessibility Template (VPAT) is required
  6. Ability for ITS/AT/MMS to provide support

Reviewed and endorsed by the Technology Coordinating Committee 11/15/23.