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Academic Labs
Software Procurement Procedure
Purpose
The purpose of this document is to provide a standardized procedure,
for processing requests, for the procurement of software for student
labs and classrooms. This endeavor seeks to:
- Give us a better understanding of the software the college
currently uses
- Help us to centralize managing the software used by the
college
- Categorize the software by departments for better
distribution
- Give us the ability to coordinate the renewing/purchasing of
licenses and
- Save us thousands of dollars, buying in bulk.
General
All requests for the purchase of new and or upgrade software
should be submitted by the requestor to the Manager of Lab
Technology and Services in the Office of Information and Technology
(OIT).
Requestor
Any College employee who is authorized to purchase software for
student labs and or classrooms.
Facilitator
The Manager of Lab Technology and Services will review the
request upon receipt. Upon completion of the review process, he will
conduct a search to find a vender with the software for the lowest
price. Once the lowest price is found, a quote will be requested
from the vender. Upon receipt of the quote, the Manager will forward
it to the requestor.
If the requestor is satisfied with the quote, he or she will forward
a memo, with the appropriate account information to the Facilitator,
requesting the purchase of the software. The document should contain
the required quantity of license, a media copy and if required, a
maintenance agreement.
Once received, the memo will be forward to the OIT Administrative
Assistant, who will prepare a Purchase Order (charge the appropriate
account) and forward it to the purchasing department.
The purchase order should be prepared with the Facilitator’s name
and mailing information, in order that the merchandise will be sent
directly to him for distribution.
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