Barrett Processes

Technology Purchases

Rev.

December 1, 2020

Purpose

This Process Guidance is designed to inform the steps involved in the purchase of technology and software. The approved method of purchase is through the Workday Financial Management System and should be used to purchase products that are available through ASU registered suppliers, or suppliers who are willing to register as a supplier. When that is not possible, an exception may be granted to use a P-Card for purchase. This is a last resort as the College/Unit takes on the legal and financial responsibility of security, contracts, and any issues that may result due to purchase/use of these items.

All technology requires approval prior to purchasing, regardless of payment method.

References

Forms

View all forms on our Forms page.

Purchases, Reimbursements, and Payable Request Form
Off Campus Use of Equipment Authorization Form

ASU Available Software

Review the options for software available through ASU on the My Apps website.

If a suitable option for software is found, email the Barrett Business Office with your request.

Include: Link and or name of software, purpose of use, whether you have funding/how much in the event of a license cost (ex: professional development funds).
Internal Process – a ticket will be submitted to determine the availability and cost of the software item; this can take up to 5 business days.
Upon response, the information will be provided to the requestor and a purchase will be facilitated as needed based on budget approval, or options discussed.

Purchasing of Technology / Software

Technology

All Barrett employees are provided with computers, monitors and access to printers in order to conduct business on behalf of ASU. These items are limited to ASU’s current contract for provision of such equipment.

Should a Faculty or Department deem that additional equipment such as iPad, Surface, Tablet, etc. are necessary in order to efficiently conduct ASU business, and an appropriate budget is available for payment, they may submit a request through Workday for the necessary item/s.

Requestor begins their request by completing a Purchases, Reimbursements, and Payable Request form and emailing to the Faculty Assistant for Faculty or the Barrett Business Office, along with any communication they may have had in advance with Erika Ladewig for budget approval (advance budget approval is not required, but may have taken place in the course of business – in those cases, attach that documentation as PDF with the Purchase Request.
Internal Process –
- Faculty Assistant/Barrett Business Office will process the order through the Workday Financial Management System using a Technology Purchase Requisition, trouble-shooting any questions or issues as necessary.
- Upon completion/submission of the Requisition and subsequent completion/submission of the Technology Questionnaire (where at least one answer is Yes or Unsure unless it is on the list of items not requiring a review – see FAQs) the Requisition will be submitted.
  - DTSR approval – upon DTSR security review and approval, the Requisition will move on for budget approval. If the requestor was given prior approval by Erika Ladewig for the purchase and the documentation was attached, the budget approval will be applied. If there is no prior approval, the Workday Approver will ensure the appropriate budget and permission for purchase, order will be submitted and Business Office will advise upon receipt and registration into the ASU system.
    - Note: All equipment purchases, regardless of funding source, remain the
      property of ASU and must be surrendered upon termination of employment. All such items require an Off Campus Use of Equipment Authorization Form to be completed and submitted to the Business Office for individual departmental files.
  - DTSR Denial – in the event a particular request is denied, the IT Department will
    communicate with the requestor to explain the denial, offer options and/or other
    information.
    - If the Workday Purchase Requisition is denied and is not being adjusted for a different type of order, the originator of the Workday Requisition must cancel the Requisition. See Workday Instructions copied at the end of this document.

Software

After reviewing the My Apps - ASU Available Software website for the ASU existing software options, a request may be made for purchase of specific software as needed.

Requestor begins their request by completing a Purchases, Reimbursements, and Payable Request form and emailing to the Barrett Business Office along with any communication they may have had in advance with Erika Ladewig for budget approval (advance budget approval is not required, but is frequently done – in those cases, attach that documentation as PDF with your Purchase Request.
Internal Process – WORKDAY (for Suppliers registered in the Workday system)
- Barrett Business Office will process the order through the Workday Financial Management System using a Technology Purchase Requisition, trouble-shooting any questions.
- Upon completion of the Technology Questionnaire, where at least one answer is Yes or Unsure (to route the Requisition to the DTSR (Department Technology Security Reviewer) for review.
  - DTSR approval – upon DTSR security review and approval, the Requisition will move on for budget approval. If the requestor was given prior approval by Erika Ladewig for the purchase and the documentation was attached, the budget approval will be applied. If there is no prior approval, the Workday Approver will ensure the appropriate budget and permission for purchase, order will be submitted and Business Office will advise upon receipt and registration into the ASU system.
  - DTSR Denial – in the event a particular request is denied, the IT Department will
    communicate with the requestor to explain the denial, offer options and/or other
    information.
    - If the Workday Purchase Requisition is denied and is not being adjusted for a different type of order, the originator of the Workday Requisition must cancel the Requisition. See Workday Instructions ASUFMS_WI_Edit_Cancel_Requisition, also included in this document.
Internal Process – P-CARD (by exception only)
- If the supplier is not registered in the Workday Financial Management System, the Barrett Business Office will consider whether the purchase may be made via P-Card.
- The Barrett Business Office purchasing contacts will ensure the purchase is granted in writing (Erika Ladewig) pending the passing of a security review, and budget is adequate, before moving to the next step.
- If the purchase has budget approval:
  - A ticket will be submitted for DTSR of the software
    - DTSR approval – upon DTSR security review and approval, the Barrett Business Office purchasing contacts will coordinate with the requestor to ensure all download information is made available to their ASU email address.
    - DTSR Denial – in the event a particular request is denied, the IT Department will provide an explanation and offer options and/or other information.
- P-Card documentation must include:
  - P-Card coversheet
  - Fully completed Purchase Request from Requestor
  - Budget approval / approval to purchase from Erika
  - Completed Security Review reflecting approval
  - Receipt that meets standard requirements
  - Copy of download information / confirmation of download by requestor (if sent)
  - Any other supporting documentation

FAQ's

The Purchasing website has a list of FAQs that relate more specifically to the purchase process. Here are some others that we’ve encountered:

I need security HDMI / Ethernet cables, gaming devices, etc. do they have to go through security review?
While this purchase does not require a security review, we do want to ensure that the Barrett IT office has approved the type of hardware being purchased to ensure they are the right fit and compatible with Barrett equipment. Complete a Technology Requisition and answer UNSURE to the questions so it will route to the DTSR for approval.

I need a particular software but don’t know where to start?
Start by searching My Apps - ASU Available Software. If you find what you need, follow the instructions in the My Apps - ASU Available Software section above If you do not find what you need, refer to Purchase of Technology / Software above, and follow the guidance as outlined.

I have professional development funds and would like to purchase an iPad. Can I get reimbursed?
Regardless of your funding source, you should never spend money particularly on technology or software items, without first having gone through the approval process. You may find yourself in a situation where we can’t reimburse you for items that you purchased. We cannot guarantee reimbursement for items purchased prior to approval and prefer to facilitate these purchases through the Business Office and IT.

I need a new mouse and keyboard. How can I order them?
These types of items are provided to you through Barrett IT. If your mouse/keyboard has stopped functioning, please check to see if the issue is simply a loose connection, dead battery, etc. If the issue is more along the lines of…I spilled my water bottle on my keyboard and it no longer works…you can:

Email your Barrett Business Office purchasing contacts to assist you in replacing your items; we will determine the account and method of payment for the items.
Submit a Service Now ticket for Barrett Deskside Support requesting replacement items (they may or may not have them in which case you may be bounced back to #1 to work with your Barrett Business Office purchasing contacts to purchase these items for you, or they may place an order on your behalf).

Do I need to contact Barrett IT before I make a request for technology items?
Since the number of individual inquiries far exceeds the number of staff in IT able to provide answers, we ask that you follow the processes outlined above. The IT staff will reach out to you if they have any questions or need clarification on your planned use, etc. The same is true for the Barrett Business Office purchasing contacts – it is our desire to gather as much information as possible before the IT staff review so that we can maximize their time and reduce the volume of direct inquiries.

Can I put non-technology items on a Technology Requisition?
You can, but we prefer that non-technology items be entered separately using the normal process.

Is there a list of items that I can confidently answer NO to on the Technology Requisition type (which effectively bypasses the DTSR)?
According to the Get Protected website, the items listed below will not generally require a security review, although some may require review by IT for best fit for the need. If items are submitted on Technology Requisition type that bypasses the DTSR, the Requisition will be reviewed prior to purchase; if we believe it requires further review, we will contact the requester. Barrett IT would like to ensure that you purchase the proper equipment so HDMI cables require a quick email with
a link to ensure you have the right type for your hardware. This is not an inclusive list, and exceptions may apply:

Basic computer mice, keyboards, monitors, peripherals
Network cards
CPUs and GPUs
Hard Drives
Motherboards