ITS Faculty & Staff Services

Technology Purchase Requests

Purchasing Technology

All technology purchases follow a similar process and go through Workday. Regardless of funding source, technology purchases are subject to ITS approval, even if the business unit already identified the solution and the funding is available, there are functional, technical and support issues to consider before the purchase of the software/hardware takes place. A technology request may require approval of the dean or VP of the business unit. It is FGCU's goal to ensure minimal amounts of duplication of services, and security of the organization's data.  

When a technology purchase request is submitted in Workday, ITS will review the request to ensure that the equipment/software is compatible with existing FGCU systems, and if applicable, that the vendor will protect FGCU's data from theft and/or accidental disclosure.

Software     Hardware

Software

Submit Preapproval Request 

Step 1 Pre-Check:

1. Check Software Availability: Verify that the software is not already accessible through AppsAnywhere, Software Center, or Self Service by using the Software Availability List. If software is available, complete a Software Installation Request. The remainder of the pre-approval process is not required.
2. Cloud-Based Software Assessment: If the software is hosted on the Internet (cloud-based), you must submit a Higher Education Cloud Vendor Assessment Toolkit (HECVAT) as part of your request. This assessment should be obtained from the vendor. For additional information visit the HECVAT website.
3. Contract or License Agreement: If this software purchase involves a Contract, Agreement, Terms & Conditions, End-User License Agreement (EULA), or similar document, they should be included when you submit the request.

Step 2 Request Form: In Workday, complete and submit the “Software Preapproval Request” form. For complete instructions, access the Software Pre-Approval Request job aid in the Workday Training site.

Step 3 Review Process: After submission, the request is automatically routed to ITS and Procurement for review. The review process could take up to several weeks depending on complexity of request. You will receive a notification in Workday with a decision and next steps.

SPECIAL CONSIDERATIONS

Depending on the specific software purchase, you may need to provide additional documents prior to completing the request. If necessary, you can use the “Save for Later” option to return and upload these documents at a later time.

HECVAT

Cloud-Based Software Assessment: If the software is hosted on the Internet (cloud-based), you must submit a Higher Education Cloud Vendor Assessment Toolkit (HECVAT) as part of your request. This assessment should be obtained from the vendor. For additional information, visit the HECVAT website, where an HECVAT can be downloaded for vendor completion.

Important Note on Vendor NDAs for HECVAT Release: Some vendors require a signed NDA before releasing their HECVAT. When an NDA is needed for HECVAT only, Procurement Services is the sole department authorized to sign it. Please route any such NDA requests directly to Procurement.

Contract or License Agreement

If this software purchase involves a Contract, Agreement, Terms & Conditions, End-User License Agreement (EULA), or similar document, include the relevant documents as part of your request.

Hardware (such as laptops/desktops, iPhones, Android devices and iPads)

• • ITS will ensure that the hardware is from an approved vendor and meets standards.
  • If the hardware is a non-standard configuration ITS will work with the requestor to find a solution that works for both parties.
  • ITS will approve or deny the request.
  • To initiate a hardware request, please submit a Help Desk ticket.

For requests that do not fall into these categories, or if you are uncertain, please submit your request as a work order via Email Help Desk or calling them at 239-590-1188.