IT Purchase And License Requests

The usage or purchase of any Hardware, Software, Application, Service or License for the University or involving University or Student data is subject to BPM 1204. This University policy exists "to ensure IT and Telecom purchases, leases, lease purchases, deployments and consultations meet or exceed each business unit's (i.e. UMSL's) objectives for standardization, supportability, sustainability, compatibility and information security requirements, and that they are the best solutions(s) at the best price. Such acquisitions should be researched and coordinated early in the procurement process with the appropriate business unit's central IT department (i.e.ITS)."

For more information and detailed steps on purchasing visit the following site: http://www.umsl.edu/technology/procurement/

BPM 1204 APPROVAL - QUICK REFERENCE GUIDE

Item

CIO Approval

Vice President Approval

Commercially available desktop software (see FAQ below)

>$10,000

>$25,000

Computing Equipment (see FAQ below)
Patient Care-Related

>$20,000
All

>$50,000
>$50,000

Consulting Agreements

All

>$25,000

Service and Maintenance Agreements
Patient Care-Related

>$15,000
All

>$25,000
All

Network and Telecommunications Equipment and Services

All

>$50,000

Software Applications (see FAQ below)

All

>$25,000

Video Conferencing Equipment (fixed installations)

All

All

Whole Systems (2 or more of the above)

All

>$25,000

FAQ

1. What happens if I just ignore this?

Your purchase request will be diverted to ITS from Procurement or Business Services. Working any problems out in advance will result in faster service.

2. What if I am contracting for web site help?

BPM 1204 applies, but UMSL has made a conscious decision to let a legal review suffice.

3. Can you really assure us that "[the acquisition] is the best solutions(s) at the best price."?

ITS does not currently have the staff necessary to meet that goal.

4. What is Commercially available desktop software?

Commercially available desktop software is defined as 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. Departments should check with their central IT department to determine if such a contract is in place before purchasing desktop software.

5. What is Computing Equipment?

Computing equipment includes but is not limited to servers, electronic storage devices, high performance computing systems, and tape back-up systems.

6. What are Software Applications?

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 development is the creation of a custom application specifically for use by the University. Application hosting exists when vendor maintains the application on its own systems/servers and provides such services to the University or to its customers.

7. Does this apply to free services?

Yes. Free services, applications and software still have license agreements that have to be officially signed by members of the University with signing authority and reviewed by UM legal. IT Security must also ensure privacy is protected.