Technology Purchase Process

Support

An ITCS technician will respond to support requests during regular operating hours.

 Phone: 252-328-9866 / 800-340-7081

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Submit a purchase request through the ECU PORT system.

Overview

Departments and groups purchasing or seeking approval should follow this process. 

ECU’s technology approval and purchasing process ensures that procurement of software, Internet of Things devices, services (including cloud services) and technology hardware follows a process of request, guidance, review, then approval. Regardless of funding source, all technology purchases must follow these guidelines. This helps rule out potential conflicts before you invest time or money into a product that does not meet University criteria.

ITCS can assist you through the entire process from beginning to end and provide:

  • Guidance in the selection, development and implementation of hardware, software systems (including cloud systems), databases and third-party IT services that support University operations.
  • Compatibility with existing ECU systems.
  • Compliance with applicable ECU policies, government regulations and state laws.
  • Security and protections for your ECU data, including proper management of sensitive (regulatory) information outside the University’s academic and administrative systems.
  • Elimination of duplication and replication of systems across our institution.
  • Efficient use of your time and funds.

Related Links

Available To

Departments, faculty, staff

Purchase Review Process

Step 1. Submit a Technology Request Form

Regardless of funding source or cost, you are REQUIRED to submit a Technology Request Form (TRF) through PORT (Purchase Order and Requisition Tracking), ECU’s purchase order system.

If you do not have access to the PORT system, see your department administrator.

Keys to a successful purchase submission

  • Secure funding and department approvals.
  • Provide a clear, concise summary of the purchase.
  • Attach all available documentation.
  • Identify any critical deadlines associated with the procurement.

Step 2. Technology Acquisition Committee Evaluation

The Technology Acquisition Committee (TAC) evaluates all technology requests. The TAC committee recommends for approval those requests that adhere to ECU goals, standards, policies, procedures and actions that impact the University. The committee charge is to review acquisitions to eliminate the duplication/replication of systems across the institution.


Step 3. Technology Accessibility Review

The review and verification of Section 508 compliance is conducted on all applicable University technology purchases. The accessibility review may reveal the proposed technology is entitled to an identified accessibility exception. If the technology is identified as not being Section 508 compliant, the IT Accessibility Coordinator works with the requester to develop an alternative plan for accessibility. For more information on the accessibility review process at ECU, see these IT Knowledge Base articles:


Step 4. Materials Management Contract Review

See the process flow chart attached here or the Materials Management website for further details.


Step 5. Technology Security Assessment

This assessment ensures compliance with the use of sensitive University data and includes any institutional data regulated by international, federal or state law, university policy or regulation or legal contract.

Examples include data covered by FERPA, HIPAA, GLBA, GDPR, PCI, ITPA and ECU policies and regulations for acceptable computer use. Information security MUST have a Technology Security Assessment completed per University regulation REG08.05.11 - Software and Data Collection Services Acquisition Regulation.

Important! If sensitive University data will be needed/exchanged from/with any technology system as a result of a purchase, approval will be requested from the data owner before purchase approval is granted. Also see this Sensitive Data Storage and Transmission guidelines information from the University Data Governance website to learn more.


Step 6. Office of University Council (OUC) Review

If a contract is valued at $100,000 or more, an OUC review is requested. See the Contract Review Process website for detailed information.

Questions?

Contact the IT Help Desk at 252-328-9866 | 800-340-7081.


What Does This Process Look Like?

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Details

Service ID: 31689
Created
Wed 3/24/21 10:52 AM
Modified
Tue 8/3/21 6:57 PM