PSM IT Purchasing FAQ
What do I need to do to purchase IT Software or Hardware?
Answer: First contact PSM IT (PSMIT.Support@msu.edu). PSM IT will assist faculty and staff in properly filling out the IT Readiness Form. IMPORTANT TO NOTE: The IT Readiness Form MUST be downloaded and saved as a PDF to initiate the requisition for approval. Automatic responses are to inform the MSU Purchasing team if further detailed reviews are needed when they are reviewing your requisition for approval.
Do I need to fill out an IT Readiness Form and Requisition Request Form if I purchase any software or hardware from Spartan Marketplace?
Answer: YES. Follow our job aid on “SPARTAN MARKETPLACE IT PURCHASES” (anchor to our website area entitled “SPARTAN MARKETPLACE IT PURCHASES”)
Do I need Purchasing approval for IT Software or Hardware if I use my p-card?
Answer: YES. Follow our job aid on CREDIT CARD PURCHASES (anchor to our website entitled “CREDIT CARD PURCHASES”)
What is the definition of an IT Purchase?
Answer: Information Technology (IT) refers to any equipment or interconnected system or Subsystem of equipment that is used in the creation, conversion, or duplication of data or information. If your answer is, “YES” to this definition, the IT Readiness Form and a Requisition Request Form is required for the following types of IT purchases:
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- Hardware
- Tier 1 software, if the cost is above your p-card limit or if the software will process or store confidential information.
- Tier 2 and Tier 3 software, even if it is free software.
How do I know if the software I would like to purchase is on “Approved Software List?”
Answer: MSU IT has created an Approved Software List, which allows employees to purchase select software without the submission of an IT Readiness Form.
Where can I purchase IT related items WITHOUT prior approval?
Answer: Purchases made through the MSU Tech Store (Computer Store) do not require an IT Readiness Form.
Doesn’t the IT Readiness Form state at the bottom after I complete this Form that a Security Review is not required?
Answer: No. This is a standard statement on each form and must be reviewed by Purchasing before receiving approval. (Link copy of blank form highlighting the first paragraph of completed form that explains process).
Why do I need MSU Purchasing approval for IT Purchases?
Answer: As MSU employees, we should follow the established policy and procedures and when unsure, seek assistance from PSM IT to ensure that any IT or IoT equipment (Internet of Things devices) we purchase does not make the University unwitting participants in an attack, vulnerable to an attack or have our devices or computers used to conduct espionage. It also makes sense, if possible, to limit our IT purchases to major established suppliers and manufacturers with a proven track record of addressing security vulnerabilities and providing ongoing support to customers. These products from proven suppliers and manufacturers may cost more but will be substantially less likely to experience unaddressed security vulnerabilities, security architecture issues, and security misconfigurations than ultra cheap or off-branded products.
What if I have software or a NETID that requires monthly payment for the service to continue (charge auto-approves monthly). Example: Amazon Web Service.
Answer: You must attach Purchasing’s approval email to the pcard edoc. every time the charge hits (monthly). NOTE: Approval is only good for 12 months such as July through June and will then require the same process for a new approval request.
How do I keep track of when I need approval again for service that billed monthly and/or yearly on my pcard?
Answer: It’s a good idea to put a reminder on your calendar a month or two prior to when the approval will expire so that you can request Purchasing’s approval in advance and avoid delays in service or risk having an unauthorized charge. NOTE: Approval is only good for 12 months (EX: July-June) and will then require the same process for a new approval request.
If I initially requested Purchasing’s approval for software (not listed on the approved list), do I need to request the next year PRIOR to the charge being billed on my pcard?
Answer: YES. You should have notified the vendor at the time of purchase, that yearly renewal is not allowed to be set up as autopay for continuous years. They must email you to confirm renewal and payment each year. If approval is not done prior to the charge, the charge will be considered an unauthorized charge and may be issued a strike against the cardholder.
Do approval notices ever expire for ongoing services?
Answer: YES, they do expire. Generally, this is required on an annual basis, good for 12 months. EXAMPLE: Basically, if they approve and it is attached to the July payment (12 months = July-June), then by next July it should be reviewed and approved again.
I mistakenly forgot to request prior approval for my IT purchase. Can I still follow the steps to get Purchasing approval to add to the edoc.?
Answer: No. Purchasing is no longer allowing units to request approval after-the-fact as this policy has been in place since 2021 and all units have been receiving email notices. If approval is not requested prior to the charge, the charge will be considered an unauthorized charge and could risk a strike issued against the cardholder.
I purchased software that is not related to MSU, nor is it being put on MSU equipment. Does this still need approval?
Answer: If it falls under this category (click link), it does need Purchasing approval. While this website is not going to be hosted on an MSU server, you are still using MSU funds to pay for it and likely it will host/display that MSU has at least a partial ownership interest in.
If I am purchasing service of an online platform for hosting my lab website, do I still need approval?
Answer: Yes. This is considered a service and Teir 1 approved service providers are listed underneath the Teir 1 approved software section on the Approved Software List.
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EXAMPLES & RECOMMENDATIONS FOR SOFTWARE/ IT PURCHASES INVOLVING IT RISKS PURCHASES (Including cloud computing, cloud services, free software, tablets, computers)
Answer: COMMONLY USED SOFTWARE/IT PURCHASES INVOLVING IT RISKS THAT REQUIRES PURCHASING APPROVAL:
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- *Dropbox
- Google Colab
- *Google Docs – see another recommendation that will not require approval
- Kahoot
- Amazon Web Services
- Geneious Prime – this is considered more like a Software as a Service Products
- IOLO – Tune-Up Software
- Sutori.
- Constant Contact
- Scio CP – uploading data to a cloud storage
- Desc: License fee for smartphone app used to input into a database – indeed software needing approval whether for app for phone or tablet.
- True Editors – May or May Not be considered software, depending on the use of the service. If it is a text editor like MS Word or document editor like Adobe, then it would be a software. This is true regardless of if they install the item on their computer or upload documents to a website and edit them via a browser.
- DNAstar
- HongKongHM – phone app database
- Paperpile
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