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.

Documents

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

https://somit.ucr.edu

(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: Click on https://somit.ucr.edu/
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