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 information on what classifies as an IT Procurement request and when the Intake Form comes into play.  The 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.

Examples of IT Procurement Request

 

Does Not Require 
Security Intake Form
IT Staff 
Approval Only
IT Security Approval Only
Security Intake Form Required
Examples of IT Procurement Request 
 
Submit to OIT 
(Pre-approved) 
•Desktops/Laptops (including mice, keyboards, additional monitors)
•Printers (CBE leases)
•Smart Devices (e.g., tablets)
•External Hard Drives, Flash Drives (keypad & encrypted) 
•Wireless Headphones     
 
SOM Device Standards

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

 

(Not Pre-approved) 
  • Desktops/Laptops (including mice, keyboards, additional monitors)
  • Printers 
  • Smart Device 
  • External hard drives, flash drives (encrypted) 
  • Meeting Equipment
  • Webcams
UC Approved Vendors

Dell - Computers, Laptops, Monitors, Keyboard and Mice, etc.)'

CDW-G - Premier Apple Supplier and Computer Peripheral of the UC

SHI - Premier Computer Software Supplier of the UC

(Not Pre-approved) 
  • Software
  • 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, 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 Operations bo@medsch.ucr.edu 

​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 (PDF located in documents) - Only the Vendor will need to fill out and attach
    • Intake Form B (PDF located in documents)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
  • 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:
  • 1-5 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
SOM Compliance & Security
  • 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
Business Operations &
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