ITS Purchasing Request

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ITS Approval Section

Name

First Name

Last Name

Meets Support Requirements

Yes No

ITS can support or feels there are support structures in place

Support Requirements Summary

Meets Integration Requirements

Yes No

Can ITS support installation, account generation and authentication?

Integration Requirements Notes

Meets Accessibility Requirements

Yes No

Meets minimum requiremements or there is a road map for meeting requirements

Accessibility Findings Summary

Meets Security Requirements

Yes No

This product is secure and meets FERPA requirements

Security Requirements Summary

Employee Technology Purchase Request Form

Please provide the following information before purchasing software or web applications. Information Technology Services, Purchasing and key people on your campus need to be involved in vetting the solution.

Name

First Name

Last Name

College

Department

Name of Product

Product Website

Vendor Sales Representative Contact Information (Name, Email, Phone)

Vendor Technical Contact (Name, Email, Phone)

Who will be using the product? (Check all the apply)

Students Faculty Staff

Other:

Who will be responsible for supporting this product?

Fully supported by vendor Fully supported by SMCCD-ITS Fully supported by an assigned staff member

Name of person who has been assigned to support this tool?

Tip: it's helpful to make sure this person is aware before you volunteer them

When would you like to begin using this tool?

Please give us a date, and "yesterday" doesn't count.

Will the total cost of the software over 5 years exceed $90k?

Yes No

How will this software be paid for initially?

Show me the money! So many people forget about funding.

What is the problem they are trying to solve with the software?

We tend to share problems so your genius solution may benefit everyone

How did you determine this software would be the best solution?

What was the big selling point for why you choose this software.

Did you research and price out at least 2 other solutions?

Yes No

Yeap, we need to know you did your homework.

What were those solutions, how much did they cost and why did you not choose them?

This shows due diligence and being fiscally responsible in our technology solutions

What will be the ongoing costs?

For example: service fees license fees, maintenance fees, staff resources

If this is a college solution, how do other colleges within the district solve the same problem?

We cannot be the only college with this problem. Did you research what other colleges are doing?

Have you talked to other colleges currently using this solution? What was their feedback? How did they feel about the customer support offered?

Sales people tend to exaggerate and give us false expectations. It is best to talk to other users to ensure they are happy with the product and the support provided.

How does it track licenses?

Tracking licenses can be very complicated. Some system require single-sign-on or importing a list of users nightly.

How would you like it to integrate into WebSMART?

Does it need to be password protected? Will the user access the software from within WebSMART or can it be linked off the college websites? Will we need to pass information from WebSMART into this system?

Does this software require a server installation?

Yes No I don't know

Some applications or a component of the application needs to be installed on a server that ITS has to maintain. This means a lot of additional setup for ITS and ongoing maintenance of upgrades, patches, backups, etc...

Please, provide link to installation requirement

ITS spends their weekends reading installation instructions

Does this software require a database installation?

Yes No I don't know

Some applications need MySQL, Microsoft SQL, Oracle or other back-end database that ITS has to maintain. This can be very complex and is another server ITS mas to upgrade, patch, backup, etc...

Please, provide link to database setup requirements

ITS loves documentation. You can normally tell how good a vendor is by the quality of their documentation.

Can vendor provide end-user software installation requirements?

Yes No I don't know

ITS would like to know how to install and configure the software on desktops, laptops and tablets.

Please, provide link to end-user installation instructions

Is any confidential or FERPA information stored ?

Yes No

Ferpa information is anything personally identifiable such as name, address, gnumbers, ssn or anything regarding student submitted work and grades.

FERPA/Privacy Policy Link

We will need to attach this to the contract so make it easier for us and provide the link. Can't find the link? Better ask the vendor.

Is it ADA compliant?

Yes No I do not know

ADA compliant means it meets minimum accessibility requirements - WCAG 2.0 AA (you will need to ask the vendor)

Do they have a VPAT?

Yes No I do not know

The Voluntary Product Accessibility Template (VPAT) is a document which evaluates how accessible a particular product is according to the Section 508 Standards

VPAT/Accessibility Statement Link

We will need to attach this to the contract so make it easier for us and provide the link. Can't find the link? Better ask the vendor.

How do the users get access to the software? Does it require login? How do student receive accounts?

Who will be proving end-user training for this software?

ITS folks are smart but we cannot learn and support every vendor product. You normally need an assigned staff member to become the product guru.

We will need to attach this to the contract so make it easier for us and provide the link. Can't find the link? Better ask the vendor.

ITS Approval Section

Employee Technology Purchase Request Form

Purchasing Approvals