Technology Purchasing

Overview

The Division of Academic and Student Affairs (DASA) Technology Services Department (DASATECH) helps ensure that DASA faculty and staff have the technology resources they need to function effectively. Towards that end, DASATECH manages most technology purchases for DASA and coordinates closely with the DASA Finance team. More information about who buys what can be found at the bottom of this page.

This includes:

• Hardware (including but not limited to computers, monitors, tablets, mobile phones, mounted displays, servers, printers, scanners, plotters, telephones, projectors, etc.)
• Software (including but not limited to operating systems, productivity suites such as Microsoft Office, design applications such as Adobe Creative Cloud products, special applications for specific department needs, cloud-based software as a service, university brand fonts, etc.)
• Services (including but not limited to Wolf Copy and off-campus printing/copying contracts, telephony and other ComTech services, hardware installations, cloud-based “software as a service” applications, cellular services, ClassTech services, any services related to facility modifications and new construction, etc.)

The purchasing protocols ensure that the items purchased:

• Will be purchased at the lowest possible pricing by
  • using existing higher education, state government, UNC system, and university contracts / licensing agreements.
  • when possible, partnering with other units with similar needs for lower pricing.
• DASATECH will properly configure it for use by the department.
• Will be entered into DASA Tech’s asset management system, which is used both for daily support and strategic technology planning and budgeting.
• DASATECH will ensure the device(s) work within the university’s technical environment.
• Are compliant with state, UNC System, and university technology purchasing protocols (approved vendors, state and system contracts, etc.).
• Are compliant with the university’s data security standards.
• Are compliant with the university’s accessibility standards.

Compliance

• All DASA faculty and staff are expected to follow the DASA protocols for technology purchasing.
• DASA Finance reviews all Marketplace and PCard purchases and will notify the unit director and DASA Tech of any purchases that do not follow this protocol.
• Using a Purchase Card for any technology purchase that does not follow these protocols may result in the suspension PCard usage.
• Following the technology purchasing protocol ensures that DASA Technology and Finance handle regulatory and policy compliance.

Hardware

Please consult your strategic partner about which solutions best fit your needs. DASA Tech maintains a modest inventory of loaner equipment which may allow you to test out different products prior to purchase.

For smaller “consumable” items, the department may purchase them independently. DASA Technology is, of course, happy to assist in purchasing this equipment. Still, many departments want to independently complete these small-dollar and generally consumable technology purchases. Please see the “Who Purchases What?” section of this page for clarification on what constitutes consumable technology items.

Software

Please consult your strategic partner about which solutions best fit your needs. There may already be enterprise-level pricing available; if not, we will help research available options and make recommendations.

Please keep in mind that software refers to the following kinds of applications:

• Free and paid Web/Cloud hosted applications like Trello, Google Tables, or other online services that require authentication to use.
• Free software that installs on your computer. While there may be no purchase necessary, this kind of software has a binding End User License Agreement (EULA) for which faculty and staff of NC State University are not authorized to accept on behalf of the University.
• Paid software that installs on your computer. Again, even software with a small dollar amount will need to be routed through the appropriate pre-purchase technology review process with the University’s Security & Compliance team prior to purchase and installation.

Other considerations for software purchasing include:

• Adobe Creative Cloud products are restricted to those with a marketing and communications role pending approval by DASA Marketing & Communications. Please complete this form if you believe you meet the requirements for obtaining a Creative Cloud license.
• Any software for which there is not already a state, system, or university contract must be reviewed by OIT for both accessibility and data security compliance. DASA Tech facilitates this process with OIT. Please allow 2-4 weeks for most software, but if the software will handle HIPAA data, credit card, or biometric data, please allow 6-8 weeks for complete review.
• The University Purchasing Office will not approve software purchases of $5,000 or more until the accessibility and security review is approved.

Services

Please consult your strategic partner about which solutions best fit your needs.

• DASA Tech maintains a Verizon contract for all cellular services. If you need a device with cellular service, please discuss it with your strategic partner. The use of cellular services requires compliance with the Mobile Communication Device policy.
• DASA Tech is the primary point of contact with WolfCopy (and outside vendors who provide similar services). It will work with you to determine the best options for your department’s needs.
• DASA Tech serves as the primary contact for ComTech; this includes phone and business communications, networking, web conferencing, and collaboration.
• DASA Tech serves as the primary contact for classroom technology and approved vendors (Clark-Powell, Whitlock, and others) for technology installations related to classrooms and conference rooms.
• DASA Tech works closely with DASA Facilities and Maintenance on the technical aspect of all renovations and new construction.

New Contracts

All contracts for hardware, software, or services must follow the university’s established software procurement standards. This includes contract renewal as the terms of the contract or the services may have changed. We also have many systems that require the OIT review of accessibility and data security through the IT Purchase Compliance Process.

1. Department consults with the strategic partner as early as possible to discuss the department’s needs.
2. Once a product is selected, the department submits a request to dasa-tech-help@ncsu.edu.
3. For software purchases, DASA Tech launches the OIT IT Purchase Compliance process; if the unit is fairly certain that the product will be purchased, this can be started early, provided technical details, and a technical contact are available from the vendor.
4. For purchases $5,000 and over:
   • DASA Tech will review the contract and provide feedback to the department (and Purchasing and Legal as needed) regarding the terms.
   • Department submits the DASA Large Purchase Requisition Request to DASA Finance.
   • DASA Tech will forward the OIT approval to the department for software purchases to include other materials for the requisition.
5. For purchases under $5,000:
   • DASA Tech will review the contract and provide feedback to the department regarding the terms.
   • For software purchases, DASA Tech will forward the OIT approval to the department to include other materials for the purchase.
   • The department will complete the purchase.

Who Purchases What?

This section provides guidance on who purchases the various types of technology:

DASA Technology Services Must Purchase

DASA Technology must purchase the devices listed below. To initiate a purchase, please email dasa-tech-help@ncsu.edu, and a DASA Technology staff member will be in touch shortly.