Computers and Computer Software

Computers

UIUC

The Ten Point Memo/Requirement applies to planned acquisitions of computer equipment, networking equipment, and software (packaged and developed) for any purpose with a purchase price greater than $25,000. This policy covers all sources of funds (state, institutional, trust, etc.). These purchases are reviewed for technical and financial complications and to satisfy State Reporting requirements.

The objectives of this policy are:

• To review the adequacy of the proposed system as a solution for data processing problems considered.
• To evaluate the impact of the acquisition on university facilities, including space, utilities, and air conditioning.
• To evaluate the impact of the acquisition on campus computer systems, both existing systems and future systems development.
• To determine that cost effective alternatives, if any, have been considered.
• To identify probable growth of expenditures and assure that financial requirements related to the acquisition are understood.
• To satisfy State reporting and approval requirements.

The procedures and form are in the UIUC Campus Administrative Manual (Urbana only). The form must be completed and approved, as indicated in the procedures on the above listed website, then forwarded with the purchase order request to the appropriate Purchasing Division.

UIS

University of Illinois Springfield participates in the Desktop Refresh Program for eligible full-time faculty and staff from participating units. Units can work with Information Technology Services to determine eligibility and refresh eligibility.

If you are at UIS and not part of the Desktop Refresh Program, to purchase computer hardware, please go to the Dell and HP punch-out catalogs located in iBuy. You may also access the Illini Union Tech Zone located in iBuy to make your purchase. You may also access the Illini Union Tech Zone located in iBuy to make your purchase. For additional assistance, please contact UIS Purchasing & Contract Management.

Computer Software and Electronic Services

Software and electronic services for which the total cost is less than or equal to $7,500 is a restricted purchase as identified in 7.6 - The University Purchasing Card (P-Card). Software and electronic services less than or equal to $7,500 may be purchased documentation for the purchase.

Prior to using a PCard to purchase allowable software or electronic services with contracts (including 'click-through' agreements), units must submit a PCard Exception Request and the software or electronic services to Card Services. Once the PCard Exception is approved, the purchase may be made. Software and electronic services that do not meet the requirements must be purchased by submitting a purchase requisition.

Purchasing Software

Software (downloaded or packaged) may be purchased with a PCard if all the following conditions are met:

• No non-public University of Illinois System data will be shared with a third party as a result of running the software, e.g., Social Security Numbers, credit/debit card data, health/medical data, or student data.
• The software will not be embedded into new intellectual property unless the software license grants the right to do so.
• The software will not be utilized by students or an employee with a known disability.

Purchasing Electronic Services

“Electronic services” refers to Software as a Service (SaaS). SaaS is developed and hosted by its vendor; the customer accesses the software over the Internet. Unlike packaged applications installed on the customer’s computer or server, the SaaS vendor owns the software and runs it on its own data center computers. The customer has no ownership of the software but effectively ‘rents’ it, usually for a monthly fee.

Electronic services may be purchased with a PCard if all the following conditions are met:

• No data considered sensitive or highly sensitive resides on a third-party provider’s server. This means, no personally identifiable information about an individual is stored on the vendor’s site and no confidential information is used within the site, including student information (e.g., grades, advising notes or other academic records).
• No critical business function(s) is dependent upon the electronic service (e.g., a unit’s core operations will not suffer if the vendor closes suddenly without warning).
• No vendor is granting itself a license to use University of Illinois System data located in its data center.
• The electronic services will not be utilized by an employee with a known disability or students