What's the Centralized Technology Purchasing process?
The Centralized Technology Purchasing process is the centralized purchasing process established and implemented by the District for purchasing technology equipment. It requires all technology purchases be approved and processed by the Technology Department prior to purchase.
Why did the District establish the process? What's its purpose?
The process was established due to a myriad of reasons, such as cost efficiencies, system-wide equipment compatibility, bidding constraints, scarce budget resources, required technical knowledge, and Federal asset/inventory requirements. Its purpose: to streamline and simplify technology equipment purchasing and attempt to deploy the right product the first time.
Who came up with the process?
The process was drafted with the cooperation of the Site Technology Coordinators, Site Secretaries, the Technology Department, and the Accounting Department.
What can the process do for me that I can't/don't already do myself?
Plenty, hopefully! The process will centralize technology purchasing, allowing the Technology Department to reconcile several tasks in one central location. The Technology Department would handle most aspects of the order, from price/technical comparison to PO processing, and everything in between. The only thing you have to do is fill out the requisition with all the necessary information, obtain all the required signatures, then send it over to the Technology Department. We'll handle the rest!
So, what does the process entail? I heard it was pretty complicated.
Actually, it's quite simple. And although the process does involve a few extra steps, it's practically similar to the existing standard purchasing process.
Ok, what are the similarities and differences between the process and the standard purchasing process?
Well, the concept is still the same:
If you're the one making the purchase:
- Fill out the requisition (make sure to include the correct account string – this may require you to forward the requisition to whomever is usually responsible for processing requisitions at your site)
- Obtain all necessary signatures
- Wait until your order is shipped and received at the designated site
If you're the one usually responsible for processing requisitions and documentation management:
- You still get the site copy of the requisition (yellow) with a PO number once it gets processed
- You still get the site copy of the PO (green) once it's been signed off
- What you do with these copies is up to you
The only major differences are:
- You'll be required to use a technology requisition (it's indicated with a nice bold “For Technology Purchases Only” title) instead of the standard requisition
- The person processing the requisition is located in the Technology Department
- Technology Department physically receives all orders
- All necessary paperwork is processed and forwarded from the Technology Department
Where can I find more information on the process?
There's a more detailed outline of the process for the sites to follow here.
If I have questions about the process, or just want to put in my two-cents worth, whom can I contact?
You can contact Tony Ham, Director of Technology, at x1220; Jeana Kenyon, Director of Accounting, at 1021; your site secretary is also a terrific resource.
Ok, I just read all about the process and now I'm ready to purchase technology equipment. How do I do that?
First, make sure to use a technology purchasing requisition. These 4-part forms have been created specifically for the process. If it doesn't have the words “FOR TECHNOLOGY PURCHASES ONLY” on the top of the form, then you don't have the correct one. Complete, and then send it over to the Technology Department. For special needs/requirements/exceptions (i.e. urgent orders, special delivery requirements) we can accommodate…just let us know! For more detailed information on how to fill out the technology requisition, consult the Centralized Technology Purchasing handout.
What if I want to order standard office/classroom supplies like paper, pen, etc.? Or I want to register for a PowerPoint class? Or perhaps purchase a tape player? Do I need to fill out a technology requisition?
No! You only need to fill out a technology requisition when you're ordering technology equipment that requires prior Technology Department approval. If you're unsure of what requires approval, click here for the Technology Purchases Approval List that will explain in detail.
What needs to be approved by the Technology Department prior to purchase?
Technology items needing approval are ANY items designed to run on or work with the existing computer, electronic device, or connection to the district/site computer or telephone network. This includes any item that is attached to (internally, externally, or wireless) or installed on an existing piece of equipment or device. There is a list of technology equipment that lists the most common items requiring and not requiring approval. Please keep in mind that the list is not comprehensive; the Technology Department may add/delete items as seen appropriate. ***Please note: All technology items must be approved prior to any purchase, regardless of the funding source (including employee reimbursements, online orders, purchases made on existing open POs, ASB POs, etc.).***
Ok, I just read the Technology Purchases Approval List and it mentions the “Technology Standards Price List ”. What's that?
The Technology Standards Price List is a list of equipment compiled in conjunction with the Site Technology Coordinators and the Technology Department and used to purchase the most common equipment requiring Technology Department approval. It lists a number of standardized technology equipment that has been tested for compatibility with existing equipment and approved by the Technology Department for immediate purchase. Anything on that list will get processed immediately without written Technology Department approval. The Standards list can be found here.
So what's the difference between equipment listed on the Standards List and equipment that's not?
The Standards List is merely a listing of standardized technology equipment already checked for compatibility and interoperability with the District's computer and network systems. Since every item on the list has been evaluated and verified to work in our environment, all you need to do is fill out the technology requisition, mention the item as being on the Standards List and we'll process the requisition immediately. Now, we do understand that there are exceptions; in these cases, we will do our best to accommodate. We just can't guarantee that issues won't arise at a later date with equipment not being purchased off the Standards List.
Ok, so items on the Standards List have already been approved by the Technology Department. Do I still need to fill out a technology purchasing requisition, or can I go through the standard purchasing process?
Yes, you still need to fill out a technology requisition because you're purchasing technology equipment. And for the purpose of establishing and committing to a centralized technology purchasing process, the technology requisition needs to be sent to the Technology Department for processing. Once the requisition has been processed, the items will be ordered, shipped to the Technology Department, configured/tagged/inventoried if necessary, then delivered to the appropriate sites. If everything on the requisition is from the Standards List, just make a notation indicating so and that will notify us to process without the need to obtain an approval signature from the Director of Technology.
What if I want to purchase something that's not on the Standards List?
Ok, we understand that there are going to be exceptions to the rule, and in those cases we will do our best to accommodate. We just can't guarantee that issues won't arise at a later date.
What if I want to order equipment that are both listed and unlisted on the Standards List? Do I have to fill out two separate requisitions?
No. Just fill out one requisition. Any adjustments that need to be made on the requisition will be completed on our end, and we'll always inform you of those adjustments.
Why do you change the ship-to code on the requisition from me to the Technology Department?
The original ship-to code on the requisition is used to determine where the order will be delivered once the Technology Department has received, processed, tagged, and/or inventoried all necessary items. But it is physically changed on the PO so that all orders will reflect the Technology Department as the initial delivery address. Once again, that is part of the process.
The technology purchasing requisition has all these spaces for signatures…are they all required?
Well, everyone that is usually involved in approving POs need to sign the requisition. This is the same, whether you're getting approval on a standard or technology PO. The only difference here is the few extra signature lines we added for everyone's convenience:
- Site Technology Coordinator (if applicable – it was decided that if the equipment being purchased is not on the Standards List, the purchase requisition should be signed by the Site Technology Coordinator. If you don't have one, don't worry about it)
- Technology Department approval.
- Requisitioned by – this line now asks for the site and extension of the person filling out the requisition. This is because a) some staff members work at more than one site, b) may be using funds from another site indicated on the requisition but is physically located at another, and c) the extension will provide us with a direct contact number where they can be reached if there are any questions regarding the order.
What if I have questions about my technology order? Who should I contact?
Contact the Technology Department at x1220. We'll be more than happy to help answer all your questions.