Technology Purchasing

IT Department Technology Purchasing Instructions

1. The person needing technology submits an iTicket to the IT department.

2.  

   1. The ticket is assigned based on the equipment requested. 

   2.  

      1. AV, classroom/building technology, door swipe equipment - Brett Vester

      2. Any computer equipment (staff, labs, classrooms), copiers, scanners - Paul Lapsansky

      3. Infrastructure, wiring, telephones, access points, etc. - Jason Kellerman

3. The IT department will assess the need, secure a vendor quote (if the item is not in our stock), and obtain purchase approval from the appropriate source.

4. The person will deploy the item and close the ticket if we have it in stock.

5.  

   1. If we need to order from a vendor:

   2.  

      1. Purchase order quotes - will be uploaded to the ticket

      2. Website items - links and the quantities needed will be added to the ticket.

   3. The tech support/infrastructure staff will assign the ticket to the purchasing staff. 

6. The purchasing staff will receive an email notification regarding the ticket.

7.  

   1. Click on the ticket number to take you to the ticket within JIRA.

   2. Be sure to read all of the notes within the ticket for full details on whether the purchase is for a project, who is paying for the items, what general ledger number should be charged, etc. 

   3. Dave Sierkowski, CIO, MUST approve all purchases over $500. If the IT staff forgot to add him to the ticket for approval, you will need to add his name as a “Participant” Do not order items until Dave has commented “Approved” within the ticket. 

8. Log into the JIRA ticketing system.

9.  

   1. Any tickets assigned to you will show in your queue

   2. Click on the ticket

   3.  

      1. This will open the ticket

      2. Quotes - will be entered into Colleague as a requisition (see instructions)

      3.  

         1. The finance office requires that if a vendor accepts a purchase order, the item(s) be purchased using a PO.

         2. Make a note in the ticket, “The requisition has been submitted,” until the purchase order (PO) number has been assigned.

         3. Website links - can be purchased with a credit card

         4. *Credit card purchases CAN NOT exceed $2,500 without prior approval from vu.purchasing@valpo.edu

         5.  

            1. Print & keep a copy of all receipts

            2. Write the following information on receipts:

            3.  

               1. What was purchased

               2. Who is it for

               3. The ticket number

               4. The general ledger (GL) number

               5.  

                  1. You will need all of this information later for your credit card report

         6. If all items have been purchased, make a note in the ticket. “All items have been purchased via cc.” then change the ticket assignee to the appropriate person within IT. (Usually, it’s the person who assigned it to you.)

      4. Purchase Orders

      5.  

         1. Once the purchase order number has been assigned, you will need to go back into the ticket

         2. Click on Edit

         3. Scroll down to PO Numbers and add the number, then click update

         4. Add a comment in the ticket “The PO has been issued.”

         5. Change the Assignee to the appropriate person within IT. (This takes the ticket out of your queue & puts it in their queue.)

         6. Once an item is received, you will receive an email that the ticket has been closed. 

         7.  

            1. Click on the ticket number within the email

            2. Look up the PO number within the ticket. 

            3. Log into Colleague, PORC screen, and accept the purchase order

            4. Stamp the requisition copy with the PORC date stamp

            5. Scan the requisition into the appropriate purchasing folder on the S: drive

10. Log any technology purchases on the Technology Purchases Google Sheet 

Additional Processes