Procurement

Technology Procurement

ITS is responsible for all technology procurement needs of the university. It goes through a defined process that is there for a reason and needs to be followed (involves Accounting, ITS, requesting dept/div line of management (budget authority), Business services office and Executive Council).

If you are issued a Graceland credit card – do not use it to purchase any hardware or software without authorization from the Business Services office (your own line management is not sufficient for this). People have breached this policy and have had their credit card access removed.

Procurement/Purchasing of Technology

The procurement (including purchasing, leasing, or otherwise acquiring) of technology is part of an overall life cycle process that includes requirements definition, design, evaluation, procurement, build, deployment, operations, optimization and retirement. At Graceland University (GU) the procurement involves the requesting department/division and their management, the Information Technology Services (ITS) department and their management, and the Accounting department to fulfill the purchasing process for all hardware, software and technology peripherals.

There is a common misconception that budget approval or budget availability is an authorization to purchase; this only ensures the funding source and does not constitute an approval to procure. There is also a misconception that the funding source plays a role (e.g., grants and/or gift) in changing the process. While there may be specific requirements to be included in the review (requirements definition, design, evaluation) this once again only ensures funding.

All technology purchased (hardware, software, peripherals, connectivity devices, audio visual, office supply, cell phones, telephones, etc…) with GU funds (including grants and gifts received by GU) are the property of the university.


Equipment Request Form Help

The ITS equipment request form is used to initiate a request for computers, printers, software, telephones, cable TV connections and computer wiring. The form requires contact information, budget codes and signature authorities, and allows the user to select the technology being requested. If the requestor requests technology that has not been previously approved for the GU environment, is not part of our current purchasing list, exceeds $1000 or contractually obligates GU to more than one year, additional documentation will be required for the review process.

Information about currently supported hardware and software is available from ITS. Once the approval to purchase is given through the appropriate management a budget revision (BR) is processed using the budget information provided. After Accounting approves the BR a purchase order (PO) is issued and processed through the appropriate levels of approval then sent to the vendor by Accounting. If a grant or gift account is used for the entire purchase amount the BR step is not necessary. Questions about proper signature authority levels, budget accounts and the overall process can be directed to the ITS or Accounting departments.