Creating a New IT Purchase Authorization Request

This article covers how users can create and submit a new IT Purchase Authorization Request.

For instructions on how to access the IT Service Request Forms, view this article on logging in.

1. Click on Other Services.

IT Request Forms menu

Click on Other Services in the IT Request Forms section.

2. Select IT Purchase Authorization.

Services menu

3. Enter Product/Service Information.

Product or Service Information
  1. Enter the name of the vendor/supplier of the product/service.
  2. Enter the website of the vendor/supplier.
  3. Enter the total cost of the purchase from this vendor.

When entering a Total Cost, do not use any symbols such as a comma or dollar sign (e.g. $50,000). Periods are okay (e.g. 5000.95).

3.1. Click Add Attachment to attach relevant documentation such as the vendor quote.

Attachments

When you are ready to add your attachments (e.g. vendor quote, software license end user agreement, VPAT, etc), click Add Attachment.

Failing to attach required documentation will slow down the processing of your request so be sure to attach all relevant documentation.

4. Select all categories for the product/service you are purchasing.

Purchase categories

Place a checkmark next to each category that applies to the product(s)/service(s) included in your purchase.

It's important to select the correct category (or categories) for a request to ensure that it is sent to the correct IT approvers and processed properly. If you are not sure which category to select, contact dl-itpurchasing@fullerton.edu.

4.1. Make a note of any pop-up windows that appear.

software license agreement pop up

When you place a checkmark next to certain categories, you will see a pop-up window that includes additional requirements/documentation for your request. Be sure to follow the instructions in order to ensure your request is processed as quickly as possible.

4.2. If you select Other, you will need to type in an explanation.

Other category

If none of the categories apply to your purchase, you may choose Other and then type an explanation of the product/service you are using.

Remember you can contact dl-itpurchasing@fullerton.edu if you are unsure which category to pick.

5. Describe the Usage for the product/service.

5.1. Enter a description of the purpose of the product/service.

Describe Usage

Enter the purpose of the product/service: what does it do? how will it be used? Be as descriptive as possible.

5.2. Select who will use this product/service.

Product will be used by

Place a checkmark to indicate which population will use the product/service.

  1. One or more students in an academic setting (e.g. one or more students will use this product/service in a classroom or lab or instructional setting)
  2. For individual use by one or more University employees whose accessible technology accommodations are not applicable to this procurement at this time (e.g. one or more specific employees will be using this product/service and accessibility needs are either being met or are not needed)
  3. Unversity employees whose accessible technology accommodations are unknown (e.g. more than one employee will be using this product/service and you do not know if these employees require accessiblity accommodations to use the product/service)
  4. The general public/Campus wide (e.g. the product/service will be made publicly available on the campus website or the product/service will be made available to all students and employees)
6. Enter Hardware Purchase information (if applicable)

6.1. Enter the Hardware/Equipment Type and the Maintenance Support Plan information.

Hardware Purchases
  1. Enter the name of the hardware that you are purchasing (e.g. Apple iPad Pro).
  2. Enter the maintenance support plan for the hardware. In other words, who will fix any issues with this hardware or replace it if it is broken? (e.g. Apple Care support plan)

6.2. Enter the quantity of each type of hardware category will be purchased. Then enter the total cost of the hardware portion of your request.

quantity to be purchased

Enter the number of each type of hardware that you are purchasing. Then enter the total cost of the hardware that you are purchasing.

If you are ordering a type of hardware not listed (e.g. audiovisual equipment, etc), you can leave each of the fields blank and simply enter a Hardware total cost.

7. Enter Software Purchase information (if applicable)

7.1. Enter the Software name/type and the Support Plan information.

software purchases
  1. Enter the name of the software that you are purchasing (e.g. Adobe Captivate 9). It may also help to expand on the name to describe what type of product it is (e.g. Adobe Captivate 9: a product for creating elearning content).
  2. Enter the support plan for the software. In other words, who will fix any issues with this software? (e.g. Adobe Tech Support)

7.2. If prompted, select whether your software includes cloud/hosted services

cloud services

Cloud or hosted services are those not provided with a physical server.

7.3. If your software includes cloud/hosted services, select the type of data that will be used with your product/service.

data classification

Specify the type of data that will be used with your cloud/hosted product/service.

If you are not sure which data classification applies, click Show Data Classifications for additional detail.

7.3.1. If you select Level 1 or 2 Data, you will see a notation that the Information Security Office will follow up with you to collect more details.

Levels of data

7.3.2. If you select Level 3, place a checkmark to acknowledge that only Level 3 data will be used.

acknowledge level 3
8. Fill out the VPAT (Voluntary Product Accessibility Template) details (if applicable)

Depending on your selections above, the VPAT section will appear if it is required.

8.1. Read through the instructions/options for the VPAT.

VPAT section

Read through the instructions in the VPAT section to assist in determining the best option to select.

For example, note that a VPAT Repository is available which has previously submitted VPATs available for you to use.

There is also a link to the blank VPAT form which you can forward to the vendor/supplier to obtain a VPAT.

8.2. Select the VPAT option that applies to your request.

Select VPAT option

8.2.1. VPAT Repository #

VPAT Repository info

If you find a VPAT in the VPAT Repository that matches the exact product/service you are ordering, enter the VPAT Repository Number.

8.2.2. I have the VPAT attached

VPAT attached info

If you select I have the VPAT attached, you can use the Add Attachment button to attach the VPAT file (PDF is preferred).

You can use the Add Attachment button at the top or bottom of the IT Purchase Authorization form to attach documentation, including the VPAT.

8.2.3. I need to collect the VPAT and will submit it when available

Collect VPAT option

If you select I need to collect the VPAT and will submit it when available, you will see a notation that you will receive an email asking you to return to this form with the VPAT when it is completed.

Your IT Purchase Authorization request will not move forward in the approval process until a VPAT is attached to the request.

If you are ultimately unable to obtain a VPAT for your request, please contact dl-itpurchasing@fullerton.edu.

8.2.4. I am unable to find a supplier that meets these standards

Unable to get VPAT

If you select I am unable to find a supplier that meets these standards, you will see a notation that you will need to complete an E&IT Acknowledgement of Responsibility and the E&IT Acknowledgement of Responsibility section will appear.

8.2.4.1. Select the Responsible Individual and Department Chair/Dean/VP or Designee.
E&IT Acknowlegement of Responsibility
  1. Select the name of the Responsible Individual for this product/service. This is the person who will actually be using the product/service. Often this is the person who asked you to purchase the product/service for the department.
  2. Select the name of the Department Chair/Dean/VP or Designee that the responsible person reports to (and/or is responsible for approving this purchase).

9. Click Proceed to Checkout when you have completed filling out the form and adding attachments.

After you have completed the form and added all of your required attachments, click Proceed to Checkout.

10. Modify the Requested For field to the name of the Responsible Person and enter any additional comments/instructions.

  1. Select the name of the Responsible Individual for this product/service. This is the person who will actually be using the product/service. Often this is the person who asked you to purchase the product/service for the department.
  2. Enter any special instructions or additional comments about this purchase that you would like to include.

The person in the Requested For field will receive a copy of this request after you submit it.

11. Click Checkout.

Click Checkout when you are ready to submit your order.

12. The request is submitted! Make a note of the REQ number.

You can use the REQ number when contacting the IT Help Desk to follow up on this request.

12.1. You will receive an email confirmation of your order within a few minutes. Make a note of the RITM number.

Make a note of the RITM number. This can also assist you in working with IT Subject Matter Experts on your request.

Need More Help?

Contact the IT Purchasing Team at dl-itpurchasing@fullerton.edu or call the IT Help Desk at 657-278-7777.