All technology purchases (hardware or software) must be quoted and/or approved by OIT – In all cases, a review ensures that proposed technology aligns with College standards for security, compatibility, lifecycle management, supportability, and cost stewardship. There may be some instances where OIT may not be able to source a quote for purchase; however, a review of the technology must still be conducted and approval must be granted prior to purchasing.
Purchasing Procedure Overview | Hardware | Software
Once a technology purchase (hardware or software) is reviewed, approved, and quoted by OIT, the requestor should use the approved quote to create a Banner requisition. The requisition is routed to an OIT approval queue within Banner to verify that the items being purchased align with what was reviewed and approved. Once OIT approves the requisition, it routes to Procurement to create a Purchase Order (PO) and submit the order to the vendor. The requestor will be notified when the order has been placed.
All technology purchases should be completed using a Purchase Order. While there are limited situations where a P‑Card may be required, P‑Cards should not be considered the default method for purchasing hardware or software. Any P‑Card purchase of technology requires documented OIT approval and supporting review documentation.
OIT maintains a standard technology package consisting of fully tested, OIT‑approved hardware and peripherals. Requests for items within this package may be submitted using the quote request form .
Requests that include hardware outside of the standard technology package (such as alternate laptop models, non‑standard peripherals, or specialized equipment) must still be submitted through the quote request form and are subject to OIT review. This requirement applies to all technology hardware.
When evaluating non‑standard hardware, OIT considers the following factors:
- How the device connects to or interacts with the College network
- Security and data protection implications
- Compatibility with existing systems and standards
- The level of ongoing IT support required
Requests for external hard drives or any form of external storage require additional review to evaluate the intended use case and associated data security considerations.
College‑approved software is available through Software Center and Software Center for Apple Devices . Requests to purchase software not available in Software Center—including mobile applications— must be reviewed and approved by OIT.
As part of the software review process, OIT evaluates:
- Whether an existing College‑supported solution already meets the need
- Subscription, renewal, and long‑term funding considerations
- Network connectivity or integration requirements
- Security, privacy, and data handling implications
- OIT involvement required for implementation, maintenance, or support
Requests for new software or services should be submitted using the Request an OIT Review of New Software form. Once approved, OIT will coordinate sourcing a quote through existing contracts or advise on next steps for vendor engagement.
For technology purchases requiring review or approval, submit a quote request form with sufficient detail to allow OIT to evaluate the request. Providing complete information helps ensure timely review and avoids delays during procurement.