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UC Riverside

School of Medicine Office of Information Technology

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IT Procurement Procedure

This website is to help guide the school of medicine community on how to process an IT Procurement request. 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.  Steps & Responsibilities will give you information and guidance on the IT procurement procedure workflow.

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

 

Documents and Weblinks UC Approved Vendors
 
 
 
 
 
 
 
 
 
   
Examples of IT Procurement Request
 
Does NOT Require 
Security Intake Form
(Pre-approved) 
IT Leadership 
Approval ONLY
(Not pre-approved) 
REQUIRES
Security Intake Form
(Not pre-approved) 
Examples of IT Procurement Request 
Submit to OIT
 
- Desktops/Laptops (including mice, keyboards, and additional monitors)
- Printers (CBE leases)
- Smart Devices (e.g., tablets)
- External Hard Drives, Flash Drives (encrypted) 
-Wireless Headphones             
 
For SOM Device Standards

https://somit.ucr.edu/device-standards
- Desktops/Laptops (including mice, keyboards, and additional monitors)
- Printers 
- Smart Devices 
- 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)
- Software-as-a-Service (SaaS) (e.g., online subscriptions, memberships, online testing environments, email marketing, etc.)
- Network Equipment & A/V Equipment
- UC-Provided Courses with IT components – Hardware and Software (e.g., classes, seminars)
Examples of non-IT Procurement Requests 
Submit to Business Operation
- Desktop/Laptop Accessories (e.g., laptop bags, mousepads, keyboard trays)
- Printer Accessories (e.g., paper, labels, toner)
- Smart Devices Accessories (e.g., charging cords, protective cases)
- Equipment with no IT components (e.g., purely analog)
- Classroom Accessories (e.g., laser pointer, clicker)
- Test materials (tangible items)
- Personal Subscriptions w/no IT component (e.g., journals, organizational memberships,
- UC-Provided Courses w/no IT component (e.g., classes, seminars)
 
- Services or contractors that may access University data or equipment/systems*
 
 
Steps & Responsibilities

Step 1 

Requestor
  • Before you submit your procurement request, please have the following:
    • Invoice - Document attachment only
    • Department FAO, Manager, SRP Approver - Attached email screenshot.
    • Intake Form A or Intake form A-waiver. Additional Notes: A-waiver should be leveraged only if the vendor will not respond, recommend providing evidence of at least 3 attempts over 2 weeks.”
    • Intake Form B - Requestor will need to fill out and attach.
    • FAU Number
    • If needed, Sole Source Document - Fill out and attach.
Submit a request:

Step 2 

Office of Information Technology - IT Procurement 
  • Verify if the requestor provided the information above
  • Create the procurement order in Ebuy.
  • Check out to SOM Compliance & Security for approval - Service Level Agreement below
  • Check out to ITS Procurement & Security for approval - Service Level Agreement below
  • Approvals have been completed, send the request to Business Operations
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 

Step 3

Office of Information Technology - IT Security 

If Necessary, SOM Compliance
  • Vendor Review, Risk Assessment, Security Architect Review
  • Obtain BAA, if needed
  • Approve purchase request
Service Level Agreement
  • 10 - 85 business days

Step 4

ITS Procurement & Security
  • Review Risk Assessment, Security Architect Review
  • Approve purchase request
Service Level Agreement
  • 3- 5 business days, if the information has been completed

Step 5

SOM - Business Operations 

Campus - Central Procurement
  • Determine if the request needs a Purchase Order (PO)
  • PO creation process
  • Process invoice for payment
Service Level Agreement
  • Business Ops - 5- 7 business days
  • Central Procurement - 3 - 90 business days