Technology Purchase Requirements

ECSU’s technological environment is a complex and ever-changing landscape. We are here to help you navigate the complexities. 

IT reviews several aspects while reviewing your technology purchase requests, like:

• • • Functionality:  Is this new software/equipment/consultation going to meet your needs?

    • Integration:  Will the new piece of software/equipment work with our existing systems and/or databases?

    • Duplication:  Is there an existing technology that can meet your need?

    • Security:  How does it keep personal data safe?

    • Pricing:  Are you getting the best deal? Can we negotiate a better price for you? 

The IT approval process can take time. The earlier we can get involved, the better. It gives us an opportunity to identify any potential issues before you invest a lot of time (or money) into any product or service. Plus, it gives you IT support and expertise throughout.

To ensure compatibility with our existing systems and infrastructure, to prevent returns and unauthorized purchases, the following items must have a quote from IT before making purchase with your P-card (this is also applicable for writing a grant or submitting a requisition).

• • You must submit a helpdesk ticket to obtain quotes for the purchase of any technology requiring pre-approval.

  • Once approved for purchase, you can use the P-Card as a payment method to purchase only the items that were quoted, not to exceed the single transaction limit.

  • It is required to attach a copy of both the approved IT request and quote to the transaction as documentation in BOA Works.

IT Approval Required 

• • • AI tools (such as Asana, Grammarly, ChatGPT, and others)

    • Audio/Video equipment for labs, conference rooms, etc.

    • Chrome is not an approved ECSU device

    • Desktop Computers (Dell and iMac) 

      • • For Labs Only

        • Must meet the following minimum specs:

          • CPU: i7/Ultra7 Memory 32GB of RAM Hard Drive: 512GB

    • Docking Stations

    • Headsets for telephones

    • iPads

    • Laptops (Dell and MacBook)

      • • Chrome Book is not an approved ECSU device

        • Must meet the following minimum specs:

          • CPU: i7/Ultra7 Memory 32GB of RAM Hard Drive: 512GB

    • Monitors

    • Power Supply

    • Printers/Copiers

    • Projectors, Flat screen displays

    • Scanners

    • ScanTron Machines

    • Servers

    • Signature pads

    • Software

    • Storage solutions

      • • SD/Memory Cards/Flash drives/External Hard drives/Internal Hard Drives

        • Cannot be used to save ECSU data. Employees must use OneDrive

    • Streaming devices

      • • Chrome Cast, Apple TV, etc.

    • Tablets

      • • Chrome, Android and Chromium are not approved ECSU devices

    • Telephones

    • Televisions

    • Toner Cartridges

    • Webcams 

When submitting a purchase request, be prepared to provide IT with the following information:

• • • Intended Use: Describe the purpose of the equipment.
    • Cost and Budget: Provide the estimated cost and budget information.

The following list is a broad guideline for items not requiring IT approval. However, you are encouraged to contact IT if you have questions.

IT Approval NOT Required

• • • Barcode scanners

    • Bluetooth/USB headsets (wired/wireless not being used with the phone systems)

    • Cables

    • Cases

    • Computer keyboard/mouse replacements

    • Covers

    • Desktop Speakers

    • Privacy screens

    • SD/Memory Cards/Flash Drives (if being used for camera)

    • Specialty items

      • Cameras, aircraft/aviation equipment, police equipment, equipment for facilities use, etc.