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.
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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:
-
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.
-
-
The University employee or organization requesting the procurement (known
hereafter as the Requester) will first complete the following steps:
-
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.
-
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.
-
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.
Please contact the ITS Project Management Office at
pmo@csuci.edu
