IT Procurement

The University’s financial leadership continues to control costs in response to current economic realities. IT systems, services and support are among our highest expenses, and we are initiating additional controls over IT spending. The IT purchases outlined below require approval by Tracy Futhey, Vice President for Information Technology and Chief Information Officer. The IT Procurement Form must be completed prior to purchasing the following products and services:

  • Audio / Visual
  • Cloud Services
  • IT Consulting
  • Software License (purchases from Duke Software Licensing do not need central review)
  • Web Development, Applicaton / Software Development
  • Web Hosting

IMPORTANT: The only approved services for cloud storage of Duke data classified as sensitive or restricted as per Duke Data Classification Standard are those listed here: Duke Services and Data Classification.  All other services  that will involve cloud storage, or the transit of Duke data from campus to other locations require that a Duke IT Security Office Vendor Risk Assessment be performed.  If there are questions about this process contact security@duke.edu.

Approval for personal computers and/or associated devices (monitor, keyboard, mice, external hard drives, etc.) should follow your departmental guidelines including expense control approvals and does not need to come thru this central purchase request process. Departments and organizations should go through University Stores to purchase existing inventory before going to external vendors. 

Process to follow

  • Step 1: Follow your departmental / unit internal financial and IT approval process
  • Step 2: Complete the necessary reviews before submitting the IT Procurement form 
  • Step 3: Complete the IT Procurement form
  • Step 4: Once approval is received from OIT, attach the IT email approval to your requisition or send to Procurement representative

Purchases meeting any of the criteria listed below will receive express approval. However, the IT Procurement request form must be completed to receive approval and for tracking purposes. 

  • total cost is under $2,500 (total costs include all one-time, recurring, on-going, etc. costs)
  • faculty discretionary funds are used
  • sponsored research funds are used
 
 
 
For additional information and/or questions please send email to it-procurement@duke.edu
 

    Preparation

    Below is the information you will need to complete the form. You must complete the necessary reviews (see below) before submitting the IT Procurement form. 

     

    IMPORTANT: If the service you would like to use stores Duke sensitive and restricted data in a cloud environment, it may not be used unless explicitly listed here.

    Cloud Services

    • Cost - one time and on-going costs
    • Data - if data is being stored provde the type of data to be stored
    • Reviews:
    • If Credit Card integration is needed - eCommerce review and approval date

    Web Development / Application Development / Software Development / Web Hosting

    • Cost - one-time, ongoing maintenance, and service level agreement (if needed)
    • Departmental proposal
    • If URL / Domain exists who is hosting site
    • Service Level Information (SLA)
    • Where the website will be hosted
    • Vendor review / approval data (conducted by University Communications)

    Software Licensing

    • Cost - purchase amount, annual cost, term of license/lease
    • Reviews:
      • Information Technology Security Office (ITSO) security review and approval date
      • Security Agreement must be added to contract  (this is an output from the ITSO security review)
      • Shibboleth integration form  (Sign-on / Security Assertion Markup Language (SAML))
      • If Credit Card integration is needed -  eCommerce review and approval date

     Audio Visual

    • Cost for integration, consultation, and Design costs; hardware costs (if any), and annual support costs
    • Competitive bids from at least 3 vendors
    • Reviews:
    • Data - if data is being stored provide the type of data to be stored

     IT Consulting

    • Cost of engagement
    • Reviews:
    • Data - if data is being stored provide the type of data to be stored
    • If Credit Card integration is needed -  eCommerce review and approval date