NEOMED Technology Procurement Procedures

Why Do We Have a Technology Procurement Procedure?

The below procedure implements the requirements set forth in the University Technology Procurement policy. For more information on this, please refer to the Technology Procurement Policy.

All procurement of University technology, including no-cost technology, must operate effectively within the University’s technology environment, satisfy University security standards, follow established University purchasing policies and guidelines, satisfy proper licensing and grant requirements, and have defined expectations for the technology’s implementation, support, maintenance, network connectivity, and life cycle replacement; therefore a technology assessment is required before technology is approved or procured for use at or by the University.

Technology procured outside of the scope of University policy will be prohibited from connecting to University Systems, including the university Network, and such technology will not be eligible for University technology support.

How Do I Start?

1. First, you need to ensure that your technology procurement request has approval from your departmental Chair/Director or Dean. Additionally, per the University Purchasing and Selling University Property policy, you need to ensure that competitive quotes or an request-for-proposal (RFP)/sealed bid was completed (depending on the purchase amount.)

2. Once this has been completed, a technology procurement request can be submitted as a Help Desk ticket. If approval and/or the purchasing policy above was not followed, this may adversely affect the timeliness of your request. 

3. Through the Help Desk ticket, you will receive a request to complete a Discovery Questionnaire to collect the needed information for the IT team complete an assessment of the technology being requested. Additional questions and/or feedback will be shared via the Help Desk ticket.

What Does an Assessment Entail?

Depending on the scope of the request, a technology assessment may be required once a Purchaser has identified the technology intended for procurement. The Purchaser will need to work with the technology vendor or third party to gather any details needed as part of the assessment.

At a minimum, a technology assessment involves ensuring the following:

• Compatibility with the University’s existing IT and security environment;

• Compliance with University policies and applicable laws and regulations;

• Alignment with the University’s Strategic Plan and IT standards;

• Availability of IT resources for evaluation, testing, and implementation, if applicable;

• Accessibility of the technology;

• Documentation of high level and detailed requirements;

• Identification of service providers/technology;

• Demonstration(s) of the technology;

• Completion of reference/customer checks;

• Rating/scoring of service providers/vendors;

• Proof of concept or trial use, if possible; and

• Data security requirements are included in the technology agreement(s) or contract(s)