Procuring & Implementing Information Technology

Overview & Applicability

Updated: 2026-05-22

This web page provides step-by-step instructions for University employees and organizations that wish to purchase and implement technology equipment, products or services in accordance with University guidelines and policies.

This information also serves as an overview for vendors that wish to understand the University's process for procurement of information technology (IT) products and services.

This process described on this web page applies to all IT-related procurements; however, the review & approval workflow is designed to scale according to scope & impact of the procurement.

  • Regardless of method of payment (PO or P-Card), all IT requests should be routed through P2P to ensure that they are properly reviewed for information security standards, Section 508 accessibility requirements, and campus technology governance processes.

    This applies regardless of funding source or dollar amount and includes:

    • ProCard purchases
    • Micro-purchases
    • Low-dollar transactions
    • Trial subscriptions
    • Free applications or services requiring account creation
    • Software renewals and subscriptions

    Failure to complete required ITS and ATI review processes prior to purchase may result in denial of reimbursement, non-approval of the purchase, removal of unauthorized software or services, or other corrective action as determined by the University.

    Refer to ITS Purchases with ProCard and CSUBuy P2P webpage . If you still require assistance or you do not have access , contact your Department Budget Analyst for assistance.

  • P2P Catalogs (Punchouts) may be used to request standard purchases.

    Custom purchase requests should be initiated using the IT Software Request Form or IT Hardware Request Form. Custom purchases do require that you include the name of the supplier. If the supplier is not in the P2P system or they only accept a credit card as a method of payment, you may select “Supplier Not Known.” However, it is very important that you also work with the Procurement Department to process a P-Card Exception Request, so that the transaction may go through once all the P2P workflow steps have been approved.

    Refer to ITS Purchases with ProCard and CSUBuy P2P webpage . If you still require assistance or you do not have access , contact your Department Budget Analyst for assistance.

  • All spending over $50K will route to the campus budget office for approval and to the campus president if over $250K. Following those initial steps the P2P requisition will be routed for review by the delegated fiscal authority for the department or fund listed in the chartfield(s).

    Shoppers and requesters have visibility into a Requisition’s workflow. Workflow steps are clickable to view the pool of reviewers. Use this information to take necessary action (for example following up with the reviewer directly).

    Please include comments within the Requisition if the purchase requires additional support estimated to be over 60 IT staff hours to procure and implement or if the purchase will require ongoing maintenance or funding by IT Services. ITS Project Management Office can help with estimates.

    1. The University employee or organization requesting the procurement (known hereafter as the Requester) will first complete the following steps:

      1. Ask the vendor to complete a Voluntary Product Accessibility Template (VPAT), and return an electronic copy to the Requester. Download the latest VPAT WCAG 2.x Word Document template or view the VPAT FAQ ). The latest version will be at the bottom of the page under the Resources section.
      2. Obtain an up-to-date quote and contract from the vendor. If the item is being procured from the CSU Chancellor's Office (CO), then the Requester will need to obtain and submit an electronic copy of the CO agreement with the campus.
    2. Once these three items have been obtained and completed, the Requester shall attach them to their P2P requisition. Note: attachments cannot be made to the IT Software Request Form or IT Hardware Request Form, but they may be added after the form has been submitted and becomes a requisition.

  • Requesters are asked to complete an IT Procurement Impact Assessment (ITPIA) and attach it to their P2P Requisition . The ITPIA is used to evaluate the risk and impact of the procurement on the campus community.

    Access ITPIA

    Based on the risk and impact, accessibility testing of the product or service may be required before the procurement can continue.

    The Requester may also be required to submit two additional documents before the procurement can continue: an Equally Effective Alternate Access Plan (EEAAP) , which shall be completed by the Requester; And an Accessibility Roadmap , which shall be completed by the vendor and delivered to ITS by the Requester.

  • Access P2P to view the Requisition’s IT Review, Security Review and Accessibility Review steps and the status of each workflow step.

  • Access P2P to view the Requisition’s Procurement Review and status of the Requisitions workflow steps. Once the Requisition has been approved by all reviewers it will become a Purchase Order. Purchase Orders are also visible in P2P.

    If you receive an invoice from a Supplier, email it to CIAP@csuci.edu

  • Requester and ITS staff coordinate the installation, configuration and launch of the IT product/service. Most frequently, the launch of a new product/service shall take place in the context of a new IT project . Upon launch of the product/service, the Requester and "Person Responsible" (as designated in section 3D of the EEAAP) shall coordinate implementation of equally effective alternative access as necessary.

Learn More

Learn about accessibility evaluation and testing for IT products & services

Related Forms


Need Help or Have Questions?

Please contact the ITS Project Management Office at pmo@csuci.edu

File Viewing Information

To view Microsoft Word documents on this page, please download Microsoft Office .

[back to top]

Back to Top ↑
©