All computing solutions must be implemented in ways that promote security of systems, data, and persons. Individuals and departments contribute to and share responsibility for the deployment of these computing solutions.
In an effort to help departments navigate the procurement process, ITA has developed guideline related to software acquisition. These guidelines are intended to answer many of the commonly asked questions that come into our office. In addition, our questionnaire has been redesigned to assist those that enter orders into HokieMart. The new questionnaire must accompany all software orders submitted into the HokieMart system. If you have questions, related either to the guidelines or the questionnaire, please do not hesitate to contact us at 231-8804.
Guidelines for the Acquisition of Information Technology Hardware, Software, and Software as a Service
The purpose of these guidelines is to draw together most of the generally applicable policy statements for ease of use in the procurement of new information technology resources for the university.
Questionnaire for Software Application Orders
This questionnaire is a tool for departments to document their awareness of and adherence to university standards and review processes. Attach this completed verification to the HokieMart requisition for non-contract orders over $2,000 and maintain in your department's procurement file for orders under $2,000.
Software and Cloud Services Information
ITA is the university office charged by University Policy 3015, “University Contract Signature Policy and Procedures,” to be the point of contact for all contracts related to computer hardware and software. (www.policies.vt.edu/3015.pdf).
Information Technology has established a standard that governs the procurement of software. The standard below sets requirements and review processes to be completed prior to ordering software. Adherence should minimize expenditures of effort and funds on software applications that may not be useable due to issues with university liability—particularly regarding system security and personal information, and/or implications for the provision of resources beyond the procurement itself.
Included within this standard is any software application for data processing and/or network storage of data which is commonly referred to as “cloud services.
Standard for the Procurement of Information Technology Applications, signed Jan 19, 2011
This standard sets requirements and review processes to be completed prior to ordering software. Adherence should minimize expenditures of effort and funds on software applications that may not be useable due to issues with university liability—particularly regarding system security and personal information, and/or implications for the provision of resources beyond the procurement itself.
Standard for Information Technology Project Management, updated Mar 1, 2012
This standard carries out the policy mandate to manage projects in accordance with best practices promoted by the nationally recognized Project Management Institute (PMI), appropriately tailored to the specific circumstances of the university. The most recent update incorporates the increased risk for projects working with Personally Identifying Information (PII) or Family Educational Rights and Privacy Act (FERPA) covered data. Such projects are now escalated to at least medium risk projects requiring more documentation rigor and detail, as well as higher levels of oversight.
Effective November 1, 2010, Information Technology Acquisitions and University Computer Support (4Help) will be offering on-site software installation support on the Torgersen Bridge. The purpose of this initiative is to provide on-site technical software support and offer bi-monthly educational seminars to eligible faculty, staff, and students. This center will provide installation assistance to individuals who obtain their software from the Software Distribution office as well as assistance installing Windows on Apple computers. In addition to assistance with software installation, the initiative will provide regularly scheduled tutorial help sessions based on common problems such as backup of data, reformat of a system, virus removal, VT-Wireless, etc.
The Software Assistance and Education Center hours are 10am to 5pm, Monday thru Friday.
Software Distribution will no longer distribute Microsoft Office for both Windows and Macintosh or Windows OS (Windows 7) upgrades to faculty, staff, and graduate students for personal use, once the current supply is exhausted. The change is the result of licensing changes by Microsoft. Participants in the Campus Agreement Program will not be affected.
The University Bookstore will be carrying these software packages and will be happy to assist you with your purchasing needs. If you have questions, please contact Software Distribution at firstname.lastname@example.org.
Attention Student and Employee Customers - If you plan to install Windows 7, please read the Windows 7 Installation Instructions first.