E&IT SOFTWARE ACQUISITION CHECKLIST FLOWCHART

                               No                                               No                                             No                                            No
Software Maintenance                         Software is under $3,500                         Software is under $3,500,                         Software cost between                      Software is over
      Renewal                                & does not require annual                           but requires annual                               $3,500-$49,999                              $50,000
                                                   maintenance                                      maintenance

                                                         Yes                                                   Yes                               Yes                                                  Yes

                                                                             Process a
                                                                                                                                                                                           Contact CPRM,
                         Purchase software      Purchase software                                                                                                                         Brenda Tesch for
                                                                          document “No
                            with P-Card           by Direct-Pay                                                                                                                             instructions,
                                                                         maint required” in
                                                                                                                                                                                             ext 6-1299
                                                                         comments. Send
                                                                          to CPRM with
Process a requisition,
 document “Annual                                                                                                         Fill out E&IT
    Maintenance                                                                                                        Checklist. Send to              *E&IT Checklist form is located at http://
    Renewal” in                                                          CPRM processes                                 Craig Schultz for              security.calpoly.edu/policies/sw_dec_process.html.
 comments. Send to                                                        into a purchase                                 approval. If                 Work with your LAN Coordinator in filling out form.
CPRM with Back Up                                                        order. Sends to                               questions contact               Craig Schultz, x6-6117
                                                                             contractor                                  Craig Schultz

  CPRM processes                                                                                                         Send contractor
   into a purchase                                                                                                    VPAT link**. Instruct             **VPAT form & instructions to fill out, are located at
  order. Sends to                                                                                                      contractor to fill out           http://www.calstate.edu/Accessibility/
      contractor                    Accessibility Tips                                                                  and send to Mary                EIT_Procurement/VPAT_Guide.html.Instruct
                                                                                                                      Shaffer for approval.             contractor to contact Mary Shaffer for any questions,
                                    Categories of E&IT                                                                If questions contact              ext 6-5538
                                            Software application and operating systems                                    Mary Shaffer

                                              Web-based information and applications
                                              Telecommunications products                                                Once the E&IT
                                              Video and multimedia products                                            Checklist and VPAT
                                                                                                                      have been approved,
                                              Self-contained, closed products like kiosks                              process requisition,
                                                                                                                     send Back Up to CPRM
                                              Desktop and portable computers

                                    Ruleof Thumb
                                               Is it electronic? And/or does it fit in one
                                               of those six categories?                                                CPRM processes
                                                                                                                        into a purchase
                                               Does it have a display and/or keypad that                               order. Sends to
                                               humans interact with?                                                       contractor
                                               Does that display have information about
                                               creating, converting, sending, receiving, or                                                                                            Rev 2, 10/24/08
                                               duplicating any sort of data or information?

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