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RJUHSD Centralized Technology Purchasing Process

Technology Services is responsible for all aspects of the centralized technology purchasing process (from requisition entry in Escape through delivery and/or deployment of goods and/or services to the sites).

All technology items must be approved prior to any purchase, including employee reimbursements, credit cards, online orders, purchases made on existing blanket PO's, ASB orders, etc. regardless of the funding source. For information regarding what requires approval, check out the Technology Purchases Approval List.  All other district purchasing requirements will still apply to this centralized process, including purchasing contracts (i.e. CMAS), bid limits, etc. regardless of the funding source or program.  All orders are processed to ship and be invoiced to Technology Services as part of the requirements of the centralized technology purchasing process.

To begin:

  1. Staff communicates need at the site level (between staff, department head, site admin, etc.).
  2. Site determines if items require Technology Services approval or not. Refer to the Technology Purchases Approval List if unsure.
    • If approval is not required, STOP HERE. The site should process the req as a non-Technology order.  Do not continue with this process. 
    • If approval is required, first check the Technology Standards Purchasing List to see what items are currently listed and priced with a partnered educational reseller before continuing to Step 3.
      • If the desired equipment is on the Standards Purchasing List, please indicate as such on the req.  This will assist us in expediting your requisition.
      • If the desired equipment is not on the Standards Purchasing List, please include any supporting documentation explaining the need to purchase outside the list.  Technology Services will need to follow up with the requisitioner regarding the use and support for items not on the list.
  3. Staff will complete a technology requisition, found here.

NOTE:  the Standards List includes many frequently-purchased items that have been standardized and vetted for use on our district network.  Purchasing from this list allows expedient processing of your requisitions since it will not require secondary review/approval by the Technology Services Director; however, regardless of whether an item is on that list, all technology purchases must go through Technology Services.

  • Don’t forget to code with proper SACS code
  • Communicate any special time/delivery requirements (example: an emergency order needed immediately, needed by a specific date, etc. There is a location on the form to indicate as such). You may also contact us via email or telephone ahead of time for such needs.
    • All emergency purchases should be communicated to Technology Services immediately upon submission of the requisition. 
  • Once the requisition has been approved, Technology Services will enter the order into the district's purchasing system.  Once a PO has been generated and sent to the vendor for fulfillment, the order will be shipped to and received by Technology Services.  All applicable items will be asset-tagged and inventoried before being delivered/deployed to your site.  A delivery confirmation via the Helpdesk will be generated to let all involved parties know when the order is ready for delivery/deployment.

Comments:

  • All emergency purchases should be communicated to Technology Services prior to processing the requisition. This will allow expedited processing of paperwork and allow all necessary personnel to be notified of priority status of the order.
  • Please note that all orders are processed to ship to Technology Services as part of the requirements of the centralized technology purchasing process.