Skip to content

Technology Purchasing Policy

POLICY SUMMARY

All technology purchases, whether for academic or administrative use, must now be submitted to the division of Information Technology (IT) for review and approval. Technology purchases consist of any and all purchases involving, but not limited to, computer or network-related hardware, software, peripherals, services and consulting.

Policy
Technology Purchasing Policy
All technology purchases, reallocations or relocations, whether for academic or administrative use, must now be submitted to the division of Information Technology (IT) for review and approval. Technology purchases consist of any and all purchases involving, but not limited to, computer or network-related hardware, software, peripherals, services and consulting. The Purchasing department will not process purchase requisitions or credit card transactions for these items unless they have the required review and approval signatures. Please request help from the Purchasing department or the Service Desk, if necessary, to obtain quotes and other purchasing information.

To help expedite the review and to enable the IT staff to understand the purpose of the purchase, the requisition must contain supporting materials including a valid quote and a description of the item’s intended use or objective. In addition to the signature of the person requesting the purchase, appropriate approval signatures from other designated persons will be required. In order to facilitate the process, we have created a web form for technology purchases. It can be accessed by going to: http://purchaseit.pratt.edu. Here you will be able to attach a file containing your quote. Once the web form is received, an approval will be sent back to you via email. You can then print the approval screen and number to attach to the purchase requisition.

The purpose of the policy is to ensure that all purchases are compatible with other Institute software and equipment and meet pre-established minimum hardware configuration, quality and security requirements. The IT Division is unable to support technology purchases that do not meet or are not configurable to IT standards. It is strongly recommended that departments engage in collegial discussions with the IT division prior to the purchasing process to assure compatibility.

Technological Purchase Definition
To help you determine in advance whether or not the intended purchase qualifies as a technology purchase, you may submit your proposed purchase via e-mail to purchaseit@pratt.edu for review and advice. The following are always considered technology purchases:

  • Computers, printers, scanners, monitors (flat screen or otherwise) projectors, PDAs, etc.
  • All software including any software system or software system contract that interacts with existing systems, i.e., the student information system or the Institute’s portal. Please Note: All contracts involving the Institute must be reviewed and approved by the Finance Division. Contracts involving technology must also be reviewed by the IT Division which will include a mandatory security review of vendors handling confidential data or access to systems containing confidential data.
  • Upgrades to software, systems or contracts that require additional funding.
  • Electronic equipment including audio recording equipment, digital cameras, etc.
  • Any device with wireless connectivity.
  • Any peripheral that attaches to a computer.
  • All printing, scanning and copying devices that connect to a computer or the Pratt network.
  • Any device, program or service that requires connectivity to Institute hardwired or wireless networks.
  • Any device, program or service that may require maintenance normally performed by the IT Division.

Advantages
You may wish to consider the following positive aspects of discussing an intended purchase with the IT Division:

  • Your purchase may be eligible for special pricing or be covered by an existing site license. The IT Division has special contracts with hardware suppliers like Apple and Dell for computers or Hewlett Packard for printers and copiers.
  • It will insure compatibility. IT can confirm that your purchase will work with existing and future equipment and services (for example, some models of PDAs work better with the Institute’s network and software than others).
  • It will insure proper installation. IT can schedule installation and help prepare wiring or network connections prior to the arrival of the equipment.
  • Provide maintenance and service of hardware and software licenses. IT provides maintenance (either directly through its staff members or through approved vendors) on hardware, software and services purchased through existing contracts. Software updates are generally included in the Institute-wide service contracts.

Laptop Purchasing and Delivery
Given the increase in laptop purchases and the frequency of laptop thefts on campus, the following additional purchasing and deployment policy applies:

  • All laptop orders must be accompanied by an order for Absolute Software’s Computrace security and tracking software unless Computrace in preloaded by the laptop manufacturer.
  • A standard laptop security lock and cable kit such as those offered by Kensington and Targus must be included with the order.
  • All laptops will be delivered to the Service Desk for Computrace activation before delivery to the end user. If Computrace software or a security cable hasn’t been ordered the computer will not be released until these conditions are met.