Technology Purchases - Basics and How to Buy

Summary

This article is first in a two-part article series detailing how to make Information Technology (IT) purchases. See below within the "Reference Items" heading for links to the other articles in this series.

IT purchases, such as computers, keyboards & mice, software, software licensing, and IT professional technology services, must be reviewed and approved by KU IT and/or KU Procurement, with a few exceptions. Read below for more details on each, how each differs in its approval process.

Reference Items

Purchases Requiring IT Approval

The items listed below don't require completion of the Technology Procurement Request Form; however, they do require approval from your IT support group. If you need any help finding your IT support group, visit the TSC Lookup Site or contact the IT Help Desk.

  1. Workplace Computer Hardware

  • Computer accessories such as keyboards, mice, microphones, webcams, and headphones.

  • Desktop computers

  • Laptop computers

  • Printers/scanners

Purchases Requiring Procurement Request Form and IT Approval

The items listed below require completion of the Technology Procurement Request Form. After completing the form, your request will be evaluated by IT for approval as part of that process. 

For step-by-step guidance to complete the Technology Procurement Request Form, see the article: IT Purchases - Completing the Technology Procurement Request Form.

  1. IT Hardware

    • IT networking hardware

    • IT storage hardware

    • IT systems control hardware

    • Server hardware

    • Any IT hardware that is not workplace computer hardware listed in section "Purchases That Do Not Require Approval" item A below.

  2. IT Professional Services

    • Consulting services

    • IT implementation services

  3. Software that is not available in the KU Software Web Store.

    • Cloud server services

    • Software or software-as-a-service (SaaS)

    • Software licenses

    • Software subscriptions

    • Software embedded in hardware

Purchases That Do Not Require Any Approval

The following items do not require prior approval nor the completion of the Technology Procurement Request Form:

  1. Software in the IT Software and Services Catalog.

  • These items include all software found in the IT Software and Services Catalog.

  • Access to download and install is controlled by your department and/or KU IT. Refer to article: IT Software and Services Catalog - Navigation for information on how to use and navigate the catalog website or contact your IT support representative or technology support center (TSC) for more information.

  • These items do not require completion of the Technology Procurement Request Form and can be downloaded from either the KU Software Web Store or directly from the software manufacturer's website.

  1. Software in Mac Self Service and Windows Software Center.

 

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