New Technology Requests - ITS Approval Process

Scope

Document the process for submitting a new request for technology hardware, software, or services for analysis and approval prior to initiating the procurement process.

Definitions

• Requester - person submitting a request to purchase a new technology (software, hardware and/or service.)
• CPCC Procurement – CPCC department that is responsible for procuring software, hardware and/or services in a timely manner by obtaining the most advantageous pricing. The procurement department works with ITS to help procure all technological needs and services.  
• HECVAT – Higher Education Cloud Vendor Assessment Toolkit. Security assessment for higher education hosted solutions.

Responsible Area/Positions

• ITS Asset Management Coordinator (AMC)
• ITS Business Relationship Management/Business Relationship Analyst (BRM/BRA)
• CPCC Procurement
• ITS Digital Transformation and Business Relationship Management (DxBRM)
• ITS General Management and Procurement Coordinator (GMPC)
• ITS Project Management Office (PMO)
• Requester

Procedure

• Refer to the CPCC Procurement Intranet and the CPCC Procurement Manual to understand the College’s procurement process.
• Submit a TDX ticket via the ITS Service Catalog under ITS Professional Services - Technology Purchasing and Renewals.
  • Provide detailed information about the technology request in the TDX ticket.
  • It is helpful to request an initial quote, product specifications or a statement of work from the vendor if you have a particular product in mind.
    • Upload this information and any other documentation to the TDX ticket.
  • Please note if the request is “Funded” or “Unfunded.”
  • If this is a funded request, include the GL/Budget number of the funds used for this purchase.

• The TDX ticket will be assigned to an ITS Business Relationship Management, Business Relationship Analyst (BRM/BRA) for review, analysis, final recommendation and approval of a technology product or service.
  • CPCC Procurement and the ITS General Management and Procurement Coordinator (GMPC) will provide guidance and answer questions regarding procurement methods (Sole Source, Waiver, State Contract, IFB/RFQ etc.) as needed.
  • If the request is for ITS standard technology equipment, BRM/BRA will contact the ITS Asset Management Coordinator for help in obtaining a quote.
• If a Bid is necessary, BRA/BRM will engage CPCC Procurement to coordinate and manage the bidding process.
  • Funding should be approved prior to the bidding process.
  • For ITS unit requests, GMPC may submit an eProcurement Ariba requisition as a place holder for the Bid.
  • Requests from units outside of ITS:
    • The requestor will work with CPCC Procurement and create the eProcurement Ariba requisition as a place holder for the Bid.
  • Representation from the DxBRM team and other ITS subject matter experts (SMEs) will be involved in the Bid process to provide guidance, expertise and approval for any new technology product or service.

• If the request for technology involves coordination from several areas in ITS and across the college for deployment, implementation, etc. it may be deemed a project.
  • BRM/BRA will follow workflow steps for creating and submitting a Project Charter for Cabinet approval and prioritization.
  • Once approved, the ITS Project Management Office (PMO) will coordinate project scheduling, planning and execution.
• Cyber Security (CS) and Infrastructure Management (IM) vetting may be required if the technology request is a software or software as a service (SaaS).
  • BRM/BRA will contact the vendor to request an HECVAT form or ask them to complete the Solution Questionnaire.
  • BRM/BRA will notify the vendor that a current Certificate of Insurance (COI) is required by CPCC Enterprise Risk Management (ERM) for certain software and services.
    • The vendor is sent a link to the college’s COI requirements page and ERM contact information for submitting this documentation.
    • When the HECVAT is received or the Solution Questionnaire is completed, BRM/BRA will upload this document and add the CS/IM vetting workflow to the TDX ticket.
    • When completed, BRM/BRA will update the TDX ticket with the vetting approval and security risk status.
    • BRM/BRA will notify the Requester if the product is deemed high risk.
    • BRM/BRA will work with the Requester to find a different, secure solution or, the Requester must work with their Unit VP, Enterprise Risk Management and Cabinet to get an exception for this purchase.
• When analysis and vetting is complete, and a vendor is approved, BRM/BRA will update the ticket with product recommendation and final approval.
• For a “Funded” technology request:
  • If the funded request is from an external unit (outside of ITS):
    • BRM/BRA will contact the Requester to notify them of final approval.
    • Requester will provide CPCC Procurement with proof of ITS approval.
    • Requester will work directly with CPCC Procurement to proceed with the procurement process.
    • BRM/BRA will resolve the current TDX ticket.
  • If the funded request is from the ITS unit:
    • BRM/BRA will upload the final quote, SOW or Bid award document to the TDX ticket.
    • BRM/BRA will add the “IT Procurement – GM Process” task to the TDX ticket.
    • This task is assigned to the GM Procurement Coordinator (GMPC).
    • GMPC will proceed with the ITS Internal Procurement Process.
• For an “Unfunded” technology request:
  • BRM/BRA will add the “Create Airtable Record” task to the ticket.
  • The task is assigned to the ITS General Management Procurement Coordinator (GMPC).
  • GMPC will create an Airtable record for an “Unfunded Request” to complete this task.
  • BRM/BRA will change the TDX ticket to “Hold” status until funding is acquired.
  • The Requester will work with their Budget Manager or Unit VP to acquire funding or funding may be requested through the Annual Technology Request Process.