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Online software purchasing form simplifies process, speeds up approvals

West Virginia University employees who need to purchase software, hardware or consulting services can get IT purchase requests approved faster _ and in most cases immediately _ by using a new online purchasing tool. To submit requests, click onhttp://wvu.qualtrics.com/SE/?SID=SV_3xvJ0fsDJJF9sup.

Information Technology Services has streamlined the current process, eliminating the use of a listserv that generates dozens of unnecessary emails. In less than a minute, users are able to complete a form that will pre-approve the purchase or notify the requester and appropriate office that the purchase needs a IT, security, or revenue review.

IT approval does NOT replace funding or budget approvals that occur within the unit or the Expert Business Office (EBO). The form generates an email listing approved purchases that the requester should submit with a purchase request or PCard documentation to theEBO.

The new system gives IT managers the ability to track what’s being purchased, including through Pcards, and spot both trends and money-saving opportunities.

Any purchase that costs more than $25,000 will be reviewed, as will software that costs more than $10,000. Reviews of software that costs less than $10,000 will depend the purpose and use of the software. For example, software that collects or stores confidential information such as bank and credit card numbers, birthdates and Social Security numbers will be reviewed for any security weaknesses.

Purchases made from the ITS Software Licensing site (http://it.wvu.edu/services/slic/softwarelist) or from an active WVU contract are already approved and do not have to be submitted using the new form.

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