Technology Purchases - Completing the Technology Procurement Request Form

All purchase requests that include software, embedded software in hardware, or software licensing/subscriptions will require a HECVAT security questionnaire. A HEVCAT is completed by the software's vendor and either supplied by you or KU IT.

1. HECVAT Security Questionnaire Download

   • This questionnaire can either be provided by you when completing the request form or obtained by KU IT after you complete the request form.

The form can be completed by the individual who is receiving or paying for the purchased items (the purchaser), their IT support representative, or their technical representative.

1. Navigate to the: Technology Procurement Request Form and click: Request Service on the right.

• Confirm SSO (single sign-on) if prompted.

2. Your Name and Department will auto-populate in the form as the Requestor and the Requesting Unit/School/Department. Scroll down to continue entering your request's information.

   • Note: if you are IT support and completing the form, under the "Requisition Unit/School Department," click the "magnifying glass" icon to the right of the field and change the field to match the requestor's department, if it is different from your own.

3. If you are the purchaser, you can skip step 3a below.

   1. If you are the IT support representative assisting with this purchase, enter the purchaser's name.

   2. If another person should be listed as the primary contact, enter their full name and email address.

4. Select Yes, No, or Unsure for the question regarding if you have an IT Representative. 

   • If you answer Yes, enter the name of the TSC manager or technology lead that supports you by typing in the open field.

   • If you do not know your representative's name, you can search a list by clicking the magnifying glass icon. 

• If you are still unsure who supports you after viewing the list, close the pop-out window, and change your response above to unsure.

5. Check the boxes next to the items that are included in your purchase and scroll down the page to add additional information for the software/hardware supplier, cost, funding, etc.

• Additional fields will be added to the form depending upon your selection. Scroll down and make all applicable selections.

6. Click within the Purchase Approval Status field and make a selection from the dropdown menu.

7. Enter supplier and product information, then scroll down to add additional needed information, such as requested completion date, what is driving this timeline, and funding information.

8. Optionally, you may complete the Form Enhancement Feedback field with any suggestions and comments you may have.

9. Attach any supporting documentation such as quotes, draft contracts, HECVAT questionnaires, and VPAT forms, then click: Submit.

   • It is highly recommended to have a completed HECVAT questionnaire if your purchase includes software. However, if you do not have any required forms, an IT representative will work with the vendors you identified to obtain the necessary information after you submit your request.

Your request will now be routed to KU Procurement and KU IT for review and approval.

1. After you submit your request, you will receive an email with a link to your request's status page. Follow instructions within article "TeamDynamix - Creating and Accessing IT Support Tickets" section Where to Check the Status of Your Ticket to see the status of your request and ask questions.

2. If you believe there is an issue with your request and you would like further assistance before your request is approved or rejected, reply to any of the ticket emails that you receive about your IT procurement request by following the instructions within article "TeamDynamix - Creating and Accessing IT Support Tickets" section Where to Check the Status of Your Ticket, Email sub-section.

3. When your request is approved or rejected, you will receive an update via your request ticket outlining the next steps, such as working with your technical support or Shared Service Center representative to submit a purchase requisition.

The approval time for your purchase request may vary depending on the items included, the documents required, and the completeness of your request.The following may contribute to a delay in the approval process:

1. Missing information regarding the type of data being collected/processed (if applicable).

2. Missing HECVAT questionnaire from purchases including software.

3. Missing VPAT form for purchases including software.

4. Missing vendor contact information.

5. High complexity of information technology environment integration, including:

   • On-premise campus hosted server systems.

   • On-premise campus systems that do not use security compliant standards.

6. Submissions that are incomplete and lacking key review details.

The diagram below outlines the process workflow through which an IT purchase request travels, starting with the purchase requester through completion.

• Click the image, then click: View Image to see a zoomable version of the image.