Purchasing Process
for New Computers and Software

 

Technology Services, the end-user department and the University's Business Office are all involved in the purchasing process for new computers and software to ensure that the computer or software to be purchased is appropriate for a department's needs and complies with current standards.

Hardware Purchasing

1. The department wishing to purchase computer equipment requests specifications and pricing for the appropriate system from Technology Services.
    
2. Technology Services consults with the department to ensure that the system to be purchased is appropriate for the department’s needs as well as complies with the current hardware standards. Pricing options are discussed at this time.
    
3. Technology Services initiates a purchase requisition for the item.
   1. Requisitions for both peripherals (printers, scanners, monitors, etc) and computer systems (CPU and/or monitor) should indicate that the item being ordered is to be shipped to the Technology Services Department.
   2. The requisitions also is noted with "OK to process if budget approval shown above" and signed by Technology Services to indicate to the Business Office that the end user department is requesting the item with the assistance of Technology Services.
   3. Technology Services keeps a photocopy of the requisition.
       
4. The requisition is sent to the end user department for the necessary approvals.
    
5. The end user department sends the requisition to the Business Office for processing.
    
6. Upon generating the purchase order, the Business Office sends the pink copy of the purchase order to the end user department whose budget code is on the requisition and the white copy of the PO to Technology Services.
    
7. When the item is received:
   1. Technology Services enters a call request in the ticketing system for the item to be setup and delivered to the appropriate end user.  The assigned desktop technician contacts the end user to arrange installation and configuration.
   2. When the item is delivered, the user department signs the pink copy of the purchase order and sends it to the Business Office.
       
8. The invoice is processed for payment when received at the Business Office.

Software

1. The department wishing to purchase software requests and pricing and information from Technology Services.
    
2. Technology Services and the end user department will discuss licensing, price options and purchasing of the software.   A determination will be made as to whether the licensing will be held by the University as a whole or by the specific (end user) department.
    
3. a) In the case of licensing held by the end user department, Technology Services initiates a purchase requisition and sends it to the end user department for the necessary approvals. The purchase requisition should indicate that the software is to be shipped to Technology Services.
   
   b) In the case of licensing held by the University as a whole, Technology Services will initiate the necessary paperwork and order software if needed.
    
4. The purchase requisition is sent to the Business Office. The Business Office will generate the purchase order and send the pink copy to the end user department whose budget code appears on the requisition and the the white copy to Technology Services.
    
5. When the software arrives or is available for installation (either licensing held by an end user department or the University as a whole), Technology Services enters a call request in the ticketing system for the software to be installed and set up.  The assigned desktop technician contacts the end user department to make the needed arrangements.
    
6. a) In the case of licensing held by the end user department: When the software is installed, the end user department signs the pink copy of the purchase order and sends it to the Business Office.  The invoice is paid when it is received by the Business Office.
   
   b) In the case of licensing held by the University as a whole, Technology Services is reimbursed for the software purchase by means of an Internal Requisition Form generated at Technology Services. This is sent to the end user department for signature and budget code to be charged.
    
7. In the case of licensing held by the University as a whole, the end user department retains the pink copy of the Internal Requisition and returns the white and yellow copies to Technology Services. Technology Services then sends the white copy to the Business Office for processing. (The yellow copy is retained by Technology Services.)

 

Please contact the Technology Services Office at (205) 665-6512 between the hours of 8:00 am and 5:00 pm Monday - Friday with any questions or if you need assistance.

 

Updated November 2009