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UC Riverside

School of Medicine Office of Information Technology

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IT Procurement

This website is to help guide the School of Medicine community on how to process an IT Procurement request. The  Steps & Responsibilities will provide information and guidance on the IT procurement procedure workflow.  The  Examples of IT Procurement Request will provide requesters with information on what classifies as an IT Procurement request and when the Intake form comes into play.

To determine if the hardware/software you request is storing, processing, or transmitting sensitive data.  Click the Protection Level Classification link under the document section.

Documents and Websites UC Approved Vendors

Steps & Responsibilities

Click on sections for information

Before you submit your procurement request, please have the following:

  • Invoice - Document attachment 
  • Department FAO, Manager, SRP Approver - Email screenshot attachment
  • Intake Form A / Intake Form A-waiver - Document attachment.  The vendor will need to fill out the document and give it back to the requester.  A-waiver should be leveraged only if the vendor will not respond, recommend providing evidence of at least 3 attempts over 2 weeks.”  The requestor will need to fill out the document.
  • Intake Form B - Document attachment. The requestor will need to fill out the document.
  • COA Number
  • Sole Source, if needed - Document attachment 
Submitting a Request:
  • Verify the requestor provided the information in step 1.
  • Create the procurement order (requisition) in Oracle.
  • If necessary, assign the request to the Office of Information Technology - IT Security 
Service Level Agreement:
  • 3-5 business days, if the information has been provided when the request has been submitted.
  • 5 days or more, missing information from the Requestor's 
  • Vendor Risk Assessment, Security Architect Review
  • Obtain BAA, if needed
  • Approve purchase request
Service Level Agreement
  • 10 - 85 business days
  • Appendix DS needs to be signed
  • BAA ( if obtained), needs to be signed
  • Send request to central procurement
Service Level Agreement
  • 1 - 5 business days, if the information has been completed
  • Determine if the request needs a Purchase Order (PO) or ProCard
  • Process invoice for payment
Service Level Agreement
  • 3 - 60 business days
  • 60 days or more if an exception process is needed

Examples of IT Procurement Request

Click on sections for information

  • Does NOT Require 
    Security Intake Form
    (Pre-approved) 
    IT Leadership 
    Approval ONLY
    (Not pre-approved) 
    UC Approved Vendors
    REQUIRES
    Security Intake Form
    (Not pre-approved) 
    • Desktops/Laptops (That are device standards)
    • Peripherals (such as mice, keyboards, and additional monitors)
    • Wireless Headphones             
     
    For SOM Device Standards

    https://somit.ucr.edu/device-standards

     

     

     

     

     
    • Non-Standard Desktops/Laptops (including mice, keyboards, and additional monitors)
     
     
     
     
     
     
     
     
     
     
    • Software
    • External hard drives, flash drives 
    • Clinical, Research, and Education equipment with IT components (e.g., data microscopes, ultrasounds)
    •  “Internet-of-Things” (IoT) devices (e.g., smart home, wearables, surveillance/monitoring systems
    • Health & student related memberships, in addition to all institutional/departmental memberships
    • Network Equipment & A/V Equipment
    • Printers not leased through CBE
     
     

     

     

     

  • Does NOT Require 
    Security Intake Form
    (Pre-approved) 
    Business Operations
    Approval ONLY
    (Not pre-approved) 
    REQUIRES
    Security Intake Form
    (Not pre-approved) 
    • Desktop/Laptop Accessories (e.g., laptop bags, mousepads, keyboard trays)
    • Printer Accessories (e.g., paper, labels, toner)
    • Smart Device Accessories (e.g., charging cords, protective cases)
    • Equipment with no IT components (e.g., purely analog)
    • Test materials (tangible items)
    • Non-UCRH and non-student related individual professional memberships
    • UC-Provided Courses w/no IT component (e.g., classes, seminars)
    • Printers leased through CBE

     

     

     

    • Services or contractors that may access University data or equipment/systems*