Technology Procurement

In support of and in compliance with UM System policies BPM301, BPM1201, and BPM1204, all Information Technology and Telecommunications products, software, and services must be reviewed and approved by Information Technology Services (ITS). These items include: computers, servers, network routers and switches, audio visual equipment, printers/copiers, desktop software, software applications, and “cloud”/vendor-hosted/subscription-based applications/services. In accordance with UM System policies, additional approvals may be required.

The goal of the review and approval process is to ensure that all IT hardware, software, and services are compatible with the University's technology environment and that they meet UM IT security policies prior to purchase. ITS works with UM Procurement and General Counsel to ensure technology purchases and vendor licenses are compliant with applicable policies, regulations, and contracts. IT purchase requests are also reviewed to ensure they align with IT best practices and standards which improve reliability and reduce the total cost of ownership. Additionally, IT expenditures should be reviewed to make certain that we are getting the most value from our technology investments.

 

Steps for purchasing IT products and services

Prospective purchasers are expected to work with ITS early in the procurement process. ITS's review and approval process will typically be completed within a few business days but could take up to two or more weeks.  The procedures for obtaining ITS review and approval of the different types of IT purchases are outlined below.

Computer accessories, including mice, keyboards, basic display monitors, compressed air canisters, headphones, basic desktop computer cables (USB, video, etc.), flash drives, etc., are not considered Information Technology/computing components and do not require review or approval by ITS.  These items are available through Show Me Shop and should be purchased through standard eProcurement processes.  A list of recommended items may be found on the Computer Accessories page of this site.

 

Desktop & Laptop Computers

bITS computers may be ordered through the bITS website and do not require prior approval to purchase.

Other computers for university use must be procured through ITS.  Information on available options and the ordering process can be found on the Order A Computer page of this site.

Computers intended to be used on the university network for university business should be acquired through one of the above processes.  Any exceptions must be reviewed and approved by ITS to ensure appropriate compatibility and security requirements are met.  Please follow the Request Approval for IT Purchase process.

Individual Desktop Software

Individual Desktop Software refers to individually licensed software typically purchased for use on a single computer. The University maintains contracts with a variety of software providers, often at significantly discounted prices.  Please visit the Software page of this site for more information.

Software Applications and Cloud-based/Vendor Hosted/Subscription-based Software or Services

A software application is defined as a browser-based or proprietary interface used to allow multiple users or customers to read, access, share, modify, input, or retrieve data from a server-based system. Application hosting and/or subscription services exist when the vendor maintains the application or services on its own systems/servers and provides such services to the University or to its customers.

This includes software applications, like event management solutions; as well as streaming services, like Pandora; and domain registration/website hosting.  While use of these systems is generally acceptable, there are potential security risks behind many of them and they must be at least reviewed by the Information Security Officer.  Also, these typically include acceptance of an End User License Agreement, Terms of Service, Terms and Conditions, etc.  If you are using these for university business with your university account you are committing the university to those terms.  UM System General Counsel must review any terms or agreements prior to acceptance and use.

Please note that third party services require completion of an information security audit and most software application requests require at least a cursory security review and analysis of implementation requirements. Departments are advised to follow the Request Approval for IT Purchase process well in advance of the desired use date to accommodate the time needed to complete an audit and any other analysis work related to implementation, integration with other applications/systems, etc. 

Service Contracts for Application Development, Implementation/Installation Contractors, other Technology Services

Contracts for custom application development outside the university, or for other implementation, installation, or technology-related services must be audited by the Information Security Officer and coordinated by Business Services.  Departments are advised to follow the Request Approval for IT Purchase process well in advance of the desired use date to accommodate the time needed to complete an audit and negotiate the contract.

Networking Components

This includes any and all items related to wired and wireless networking, including, but not limited to: routers, Ethernet switches, firewalls, intrusion prevention/detections systems, load balancing systems, data loss prevention systems, optical networking equipment, wireless access points/routers, virtual private networking devices, etc.  These items must be procured through ITS to ensure appropriate compatibility and security requirements are met.  Please follow the Request Approval for IT Purchase process.

Computing Equipment

Computing Equipment refers to any high-volume or centrally managed computers, including, but not limited to, servers, electronic storage devices, high performance computing systems, tape back-up systems, etc.  These items must be procured through ITS to ensure appropriate compatibility and security requirements are met.  Please follow the Request Approval for IT Purchase process.

Telecommunications Equipment

Telecommunications Equipment includes, but is not limited to, telephone systems, PBXs, voicemail systems, call centers, FAX servers, etc.  These items must be procured through ITS to ensure appropriate compatibility and security requirements are met.  Please follow the Request Approval for IT Purchase process.

Printers/Copiers

UMSL has implemented a managed print services program for academic and administrative units located on the main campus.  Information about the managed print services program is available at www.umsl.edu/tritonprint.

If a need arises that cannot be met by the managed print services program and can instead be met with an individual desktop printer, a list of suggested printer models is available on the Printers page on this site.

 

Request Approval for IT Purchase

Prior to purchasing an IT product or service, a purchase approval request form should be submitted to ITS.  Please be prepared with the following information:

Related UM System Policies

CRR 110.005 – Acceptable Use Policy

BPM 301 – Delegation of Authority

BPM 306 – Special Purchases

BPM 902 – Records Management – General Policy

BPM 1201 Management, Access and Use of IT Resources

BPM 1203 – Information Security

BPM 1204 – Information Technology and Telecommunications Purchases

BPM 1205 – Telephones and Communication Devices