N A T I O N A L - L O U I S U N I V ER S I T Y Buying Technology with Departmental or Grant Funds– How to get it Done
University Policy: All technology purchases – regardless of the source of funds- require a signoff from Information Technology. The rationale for this policy is to assure compatibility with existing infrastructure and equipment; assure that equipment and software are supportable without additional staffing or infrastructure; assure that all purchases take advantage of the best pricing available from preferred vendors; avoid duplication; assure that all licensing requirements are met; assure that established standards are adhered to; and, in general, maximize the University’s return on its technology investment. Note: The great majority of technology purchase requests receive Information Technology signoff without any need for alteration. Purpose: This document describes procedures for purchasing (with funds from your department or from a grant) any technology equipment, software or services that fall under the responsibility of Information Technology. Goals: 1. Assist faculty and staff with technology purchasing process. 2. Minimize the time involved in ordering. 3. Minimize the overall cost of technology acquisition and operation. 4. Maximize the value of the technology investment. 5. Assure operational compatibility with existing systems and adherence to established standards. Preferred Procedure: We recommend all requestors use this procedure. In the process we estimate the “typical” times – they include the usual step-wise processing as documents move back and forth. When a document is mailed or faxed, the recipient may not be in the office the moment it arrives or may be dealing with an urgent situation so that the document may wait ½ - 1 day for processing at each step along the way. Any time there is an urgent need for a product, Information Technology, the Budget office and the Purchasing office will expedite the request. If we are informed of the need for speed – and if the vendor(s) cooperate – it is likely that a request can be approved and a purchase order faxed within 8 business hours. Assumptions for “Typical Time” include: • The Requestor can identify his/her needs in consultation with Information Technology during a brief phone conversation. • Vendors, budget administrators, budget authorizing agents, the requestor, Budgeting and Purchasing all handle the paper the same day - within 8 business hours - of the time it arrives on their desk. • The purchase is not overly complex or does not reflect new technology with which we have no or limited experience.
Person/Office Requestor Requestor Mngr, User Services / Info Tech
Action Decides that s/he needs a technology item – knows the general item (“scanner”, “color printer”, “laptop”). May know the specific product name (“Adobe Acrobat”). May or may not have a specific vendor in mind. Contacts Info Tech (Manager, User Services1) with general needs description. Consults with Requestor to identify exact needs. It is sometimes difficult to identify the actual requestor (the contact point may be a budget or grant administrator) and a multi-step round of telephone tag may slow down the process as we try to find out the actual needs of the end user. The most effective start point is for the actual requestor to contact the Manager of User services directly.
Typical Time Complicating (in days) Factors This depends on the requestor. 0.5-1 0.5-1
Mngr, User Services / Info Tech Mngr, User Services / Info Tech
If necessary, seeks additional expertise to identify best choice of product. Highly specialized or new technology may require more time.
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Seeks quotes from appropriate vendors. Preferred vendors typically respond in less than a day. Complex systems and/or less efficient vendors may require multiple days for a quote. Selects quote based on price, quality, delivery date and service expectations.
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Mngr, User Services / Info Tech Requestor Budget Administrator Budget Administrator Mngr, User Services/ Info Tech Info Tech Authorizing Manager3
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Creates RPO2. [If vendor is “new”, works with Purchasing to set up a new vendor (depends on turn around time to complete credit application and establish an account). Sends RPO and Quote to Requestor. Reviews quote. Carries it to BUDGET ADMINISTRATOR for his/her source of funding. Fills in BUDGET CODE(s); signs form (or has authorized person sign form). Faxes or mails signed, completed RPO to Mngr, User Services, Info tech, Wheeling, Fax 847465-5920. Final review of RPO for completeness. Carries it to IT Authorizing Manager. Counter signs RPO; delivers it to Wheeling Budget/Purchasing, unless request is > $10,000 (see next box).
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If the actual requestor is not readily available or if the request is for new technology, or is a large, complex order from multiple vendors, this time will be longer. 2-5 for more complex requests; longer if comparative demonstrations are needed. For an individual product, time should not exceed 2-3 days. For complex systems, vendors may require 1-2 weeks. 1-3. May be longer for a new vendor requiring pre-approval of credit. 1-5 depending on availability of budget authorizer. 1-3
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Current Manager of User Services is James Kelher, Phone 847-465-5781, FAX 847-465-5920. In his absence, contact the Helpdesk, 847-465-4357. RPO = Request for Purchase Order 3 Information Technology authorizing manager is currently Kenneth Wittig, CIO. In his absence, Travis Sjodin, Technical Director, is the authorizing manager.
Technology Purchasing Procedures Revised 1-2-2003 2
Person/Office IF request is > $10,000 – Sr. VP, Fin & Admin.4 Budget Office Purchasing
Action Request over $10,000 must be signed by Sr. VP-Finance and Administration.
Typical Time (in days) 0.5-1
Complicating Factors Longer if budget availability is an issue. 1-3. Will be longer if no budget is available. 1-3
Verifies budget availability. Creates PO, Faxes it if Fax # provided by requestor.
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Alternate Procedure
For those who know exactly what they want, where they will get it, and how much it will cost. This track may be a bit faster – if and only if- the requestor completes the extra steps that are part of this track and does it quickly.
Person/Office Requestor 1. 2. 3. 4. 5. • • • Action Identifies exact make/model or version. Obtains quotes. Selects vendor Verifies that NLU has used this vendor before. IF THE VENDOR IS NEW TO NLU: Verifies that vendor will accept PO from NLU. Obtains Tax ID information for vendor. Obtains any credit application form needed from vendor and supplies it to the Purchasing Office for completion. Time (in days) Complicating Factors
Depends on Requestor
Requestor Requestor Mngr, User Services / Info Tech
Completes an NLU Request for Purchase Order (RPO) form (including all budget codes and authorizing signatures – if request is > $10,000 this includes Sr. VP-Finance and Administration). Mails or faxes request and quote to MNGR, USER SERVICES, Wheeling (FAX: 847-465-5920) Reviews RPO; A) Carries it to IT authorizing manager or B) contacts requestor if there is any question or problem.
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In the few cases where the selection is not acceptable, it may take some time to select an acceptable alternate
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Current Senior VP, Finance and Administration is Anthony Chaitin, Chicago.
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Technology Purchasing Procedures Revised 1-2-2003
Person/Office Info Tech Authorizing Manager Budget Office Purchasing
Action Countersigns RPO; delivers it to Wheeling Budget/Purchasing Verifies budget availability Creates PO, Faxes it if Fax # provided by requestor.
Time (in days) 0.5-1 0.5-1 0.5-1
Complicating Factors
1-3. May be longer if no budget is available.
Technology Purchasing Procedures Revised 1-2-2003
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