UM BPM 12004 Policy for the Purchase of Information Technology (IT) Products and Services

BPM Policy 12004 - Any IT or telecommunication purchases need to be approved by IT to make sure the purchase is an efficient use of funds, adheres to other university policies, follows security guidelines, and is necessary.

All Information Technology and Telecommunication products, software and services must be purchased through IT Procurement and/or require CIO or delegate approval. These items include, but are not limited to computers, tablets, servers, monitors, routers and switches, audio visual equipment, multi-function printers/copiers, software, etc. regardless of the cost of said product/service/software. Additionally, in accordance with UM policies, additional approvals may be required depending on the cost.

Please note: Even free software needs to be reviewed, for security reasons. Cost is not the only factor for the BPM Policy.

The goal of the BPM Policy 12004 process is to ensure that all IT hardware, software and services are compatible with the University's technology environment and that they meet UM IT security policies prior to purchase. IT Procurement works closely with UM Procurement and Legal Counsel to ensure technology purchases are compliant with applicable policies, regulations, contracts and vendor licenses. IT requests are also reviewed to ensure they align with IT best practices and standards which improve reliability and reduce the total cost of ownership. Additionally, IT expenditures must abide by the UM President’s directives regarding budget challenges to make certain that we are getting the most value from our technology investments.

 While all purchases require approval according to BPM Policy 12004, there are many purchases that are already pre-approved.

View Pre-Approvals

Steps for purchasing IT products and services

Use the Show Me Shop to browse recommended and approved vendors. The shop will automatically submit the items for review in the checkout process.

This method will help you find a vendor or source for products. If you already have a product in mind, you will need to find it in the store.

To view our step-by-step instructions on how to submit your request for the best experience, click here. This method requires you to have the requestor and purchasing information about the product you are requesting ahead of time for submission.

Pre-Approved Purchases

The following items can be assumed to have approval through BPM Policy 12004 and can be purchased by departments.  In many cases, IT may be able to source the technology at a lower cost. Please submit a ticket through to request the product.

    • Consumables for printers and multifunction devices - paper, toner etc.
    • Surge Protectors
    • Mice/Keyboards – for replacements please check with IT first as these may be covered under warranty

The following items are also approved, but it is recommended that you work with IT to purchase to ensure that it will function properly.

    • Ethernet Cables – available for purchase from Net/Telecom. If purchased elsewhere, be sure it is a certified CAT6 cable.
    • USB Cables
    • Video Cables
    • Port Adapters
    • Flash drives – must use encrypted drives for DCL3 and DCL4 data

            Related UM System Policy