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New process will allow departments, units to directly purchase qualifying software | VTx


From: Division of Information Technology

IT Procurement and Licensing Solutions (ITPALS) is introducing a pilot program that allows departments to follow an expedited process for purchasing qualifying low-risk software, software subscriptions, and IT services. In response to employee concerns about delays in the legal, business, and security review process; and as part of the larger IT Transformation, the program will allow departments greater flexibility in some purchases while still protecting university data and systems.

The new program begins Aug. 1, 2022. During the pilot period, department heads will have additional delegated signature authority to purchase IT services or software meeting the requirements listed below:

  • Software must only involve low-risk data 
  • Software must not be integrated with any enterprise-level application (e.g., Canvas, Banner, Microstrategy, Login)
  • Total cost must not exceed $10,000 per year or for one-time purchase
  • Software must be sourced from trusted vendors
  • Software must be for use within one senior management area or research project

Departments whose desired software meets these requirements may request an expedited purchase approval under this new pilot program beginning Aug. 1. The brief form acknowledges that requirements have been met. The vendor check is completed for purchases later in the process, as they proceed through the HokieMart workflow.

Software purchases that fall outside of these requirements are still subject to the standard software license agreement review. Users and their departments should review Virginia Tech’s departmental software list and software license database and select pre-approved software options to meet their needs when possible. 

During the pilot period, VT Procurement, ITPALS, and the IT Security Office will monitor the process and gather information that will be used to refine the draft Standard for Delegated Authority for Procurement of Low-Risk Software and IT Services and the supporting process, paying special attention to needed refinements and identification of gaps or particular risks related to this change. The pilot will conclude at the end of Dec. 2022. 

More information about the program can be found on the ITPALS Page. If you have feedback or additional questions, please contact lowrisksoftwarepilot-g@vt.edu.

 





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