IT PURCHASES

Purchase requests for any technology related items must be reviewed and approved by the Executive Director of Information Technology.

Types of IT Purchases Requiring Approval

Hardware

• Monitors/Displays (e.g., LCD, TV, Digital Messaging Boards)
• Laptops
• Phones/Phone Headsets
• Desktop Computers & Thin Clients
• Tablets & Smart Devices
• Handheld & Desktop Scanners
• Network Hardware (e.g., Wireless Access Points, Routers, Switches, Hubs, Network)
• Network Interface Cards (NIC, USB NIC)
• Cables (e.g., RJ-45 & RJ-11, Cat 5, Cat 5e, Cat 6, USB, VGA, DVI, HDMI)
• Scientific equipment requiring network connectivity, or connectivity to college systems
• Printers/Copiers/Fax
• Projectors/Projection Equipment
• Document Cameras
• Interior or Exterior Cameras
• Card Readers
• Any Hardware Maintenance or Repair (excluding leased copier maintenance and repair)

Software

• Any Software
• Any Maintenance Agreement /Licensing

External Technology Services/Vendors

• Hosted agreements
• Cloud Services
• Website Use/Access
• Custom Programming/Program Development
• Consulting Agreements Related to College Technology, Learning Systems, Enterprise Systems
• Technology Partnerships with other institutions.
• Any contract that has any component relating to IT Requirements

NOTE:  If the IT equipment to be purchased needs any kind of installation (or relocation), a Facilities Alternation and Improvement Request form (FAIR) is also required.  Please click here for information.

Approval Process

Below is a workflow process that is aimed to facilitate IT purchases for the District and its associated approvals for all involved parties. This workflow is not final and should undergo a continuous improvement review.  This process applies to all IT related purchases.  Please click here to view the flowchart.  If you've already obtained a quote and only require IT's approval, please email your requested approval to help@avc.edu.

1. Requestor emails ITS at help@avc.edu with the IT related requirements and provides budget requirements.
2. ITS will work with vendors and requestor to refine specifications and begin quote gathering.
3. ITS will email quotes to Executive Director ITS or Director of Technology Operations for approval.
4. Executive Director ITS and/or Director of Technology Operations will review the quotes and either approve or disapprove.

a.  If disapproved:

i.  Reply to email with change in requirements and ITS will work with vendors again.

OR

ii.  Reply back to requestor with reason why request has been denied.

b. If approved:

1. Executive Director ITS or Director of Technology Operations emails approval.
2. ITS emails final quote to requestor and requests FOAP.

5. Requestor reviews quote and either approves or disapproves.

a.  If disapproved:

i.  Reply to email with change of requirements and ITS works with vendors again.

OR

ii.  Reply back to email stating request is no longer valid.

b. If Approved

1. Requestor emails approval to ITS.
2. ITS creates requisition with supplied FOAP.
3. ITS uploads all necessary documentation into OnBase:
   1. Quote(s)
   2. Supporting docs
   3. Executive Director ITS or Director of Technology Operations Approval Email (Save as PDF)
       

6.  Request will now follow Requisition workflow process and PO workflow process.