Information Technology (IT) Purchases
October 17, 2023
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EmailWhat is it?
Allows for a Security, Accessibility and Policy review of a purchase request.
When do I use it?
REGARDLESS of method of payment(s), this procedure MUST be followed on all PSM Information Technology (IT) purchases (see steps below).
Why is this important?
It helps to ensure products that MSU are using will be accessible to all users and meet standards for information security and other policies.
How long does it take?
The process can take up to 5 business days but can be faster or slower depending on the amount of review needed.
Steps for IT purchases:
- First contact PSM IT (PSMIT.Support@msu.edu) for guidance.
- PSM IT will assist faculty and staff in properly filling out the IT Readiness form. IMPORTANT: The IT Readiness form MUST be downloaded and saved as a PDF.
- You will need to send the PDF of the saved IT Readiness form, along with a filled-out requisition form to PSM.Accounting@msu.edu. A requisition is needed as part of the authorization process.
- A member of the accounting team will create and submit the requisition, along with attaching the IT Readiness form.
- Once the purchase is approved, a member of the accounting team will notify you on how to move forward with the purchase.
Considerations and Tips
- One of the chief reasons for this process is to ensure we are not storing FERPA, PCI, HIPAA, etc. data into systems that do not have the measures in place to protect such data.
- When the form asks about students using it, the question means students in classes. If students are using it as employees they count as staff.
- If a tool is approved for one audience or project, it does not mean it is approved for everyone or other projects.
- Even if your software/technology is free a requisition and purchase order will still need to be submitted for approval.
Future Work
- Creating a form with faculty focused language to collect use information
- Working with IT to better streamline the process and document available/existing information
Helpful Links
- MSU Accessibility Review Prior to Purchase
- Information Technology (IT) Procurement Process
- MSU Procurement
- Qualtrics IT Readiness Form
- Common Software - IT Risk
- Approved Software List
- Requisition Request Form
