Summary
Detailed overview of how to fill out the IT purchase request form for: hardware, software, and IT professional services.
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Summary
This article is part two in a series outlining the procurement process for IT purchases and is meant for the use of all KU faculty and staff. See below under the "Reference Items" heading for links to the other articles in this series.
All Information Technology (IT) hardware, professional services, and software purchases must be made in conjunction with KU IT and KU Procurement.
Only IT purchases that include: server hardware, cloud server services, software, software-as-a-service (SaaS), software licenses, software subscriptions, software embedded in hardware (other than workstation computers), and IT professional services require the completion of the procurement form outlined below. For an in-depth listing of what items require the completion of the procurement purchase request form, see the article located here: Technology Purchases - Basics and How to Buy.
Prerequisites
- HECVAT Security Questionnaire Download
- HECVAT Informational Page
Software Purchases Require Completed HECVAT Questionnaire
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.
Who Completes the Technology Request Form
The form can either be completed by the individual who will be receiving or paying for the purchased items (the purchaser), by the purchaser's IT support representative, or the purchaser's technical representative.
Completing the Technology Request Form
- In a web browser navigate to: https://services.ku.edu/TDClient/631/Portal/Requests/ServiceDet?ID=9868 and click: Request Service on the right.
- Confirm SSO (single sign-on) if prompted.
- Your Name and Department will auto-populate in the form, 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.
- If you are the purchaser, you can skip step "a." below.
- If you are the IT support representative assisting with this purchase, enter the purchaser's name.
- Select, yes if you have a TSC representative or are the TSC representative.
- If you select Yes to "2b." above, a new IT Representative field will be added to the form. Enter the name of the TSC manager or technology lead that supports you by typing in the open field. If you do not know the name, you can search a list by clicking the "magnifying glass" icon on the right and browse the list of available options.
- If you are still unsure who supports you after viewing the list, close the pop-out window, and change your response to 2b. above to "unsure".
- 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.
- Attach supporting documentation such as quotes, draft contracts, HECVAT questionnaires, and VPAT forms, then click: "Submit" to submit your request.
- It is highly recommended to have a completed HECVAT questionnaire if your purchase includes software, however, if you do not have any required forms after submitting your request, an IT representative will work with the vendors you identified to obtain the needed information.
Assistance, Approval, and Next Steps
Your request will now be routed to KU Procurement and KU IT for review and approval. After you submit your request, you will receive an email with a link to your request's status page. Simply click the link in the email to see the current status of your request.
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.
If your request is approved, you will receive an update via your request ticket as to next steps, such as: working with your technical support or Shared Service Center representative to submit a purchase requisition.
Factors That Slow the Approval Process
Depending upon the items included in your purchase request, the documents required for its approval, and the completeness of your request, approval time may vary. The following may contribute to a delay in the approval process:
- Missing HECVAT questionnaire from purchases including software.
- Missing VPAT form for purchases including software.
- Missing vendor contact information.
- 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.