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ICT Procurement Review Process
Prior to purchasing a technology item, an Information & Communication Technology (ICT) Procurement Request form must be submitted and approved for any requisition or credit card order that contains a technology item that meets ICT criteria, and is deemed a "high impact" product, tool, or service for use by the campus community.
ICT Criteria
As part of the procurement process, the ICT Review provides a basic-to-comprehensive security evaluation of a proposed technology purchase to ensure it meets:
- Compliance with federal and state requirements, CSU information security policies and standards
- Compatibility with campus systems and campus device standards
- Information security requirements (how the tool accesses Level 1 or Level 2 University data as part of implementation)
What does the ICT evaluate?
All prospective campus technology purchases are reviewed for compliance under these two categories. Depending on the usage and impact of the item, supplemental documentation or forms may be required from the vendor to complete the ICT Review process.
- Accessibility Compliance
Sacramento State is obligated to buy the most universally-accessible products, and must evaluate all prospective technology equipment and/or software to ensure accessibility for persons with disabilities in support of state and federal laws. - Information Security
To protect sensitive campus data and ensure security compatibility with campus systems, an information security and vendor security review is required to meet CSU, state, and federal compliance requirements.
Items that have a recurring agreement (like an annual subscription, for example) also undergo an ICT renewal process annually.
ICT Required & Excluded Items
| ICT Review Required | Excluded from ICT Review |
|---|---|
| Cameras | Personal use webcams, handheld cameras, lenses, photo accessories |
| Computers: Desktop, Laptop, Tablet | Apps (personal device/for individual use) |
| Smart Phones | Adapters |
| Copiers | Assistive Technology Products (installed on a local desktop, no access to server, University data, or Cloud accounts) |
| Kiosks | Microphones, speakers, headphones, headsets, earpods |
| Portable Projectors | Keyboards, mouse, trackballs, trackpads, stylus pens/pencils |
| Printers | Docking stations, USB Hubs, |
| Software, Cloud Services, Mobile Apps (including freeware and renewals) | Computer Monitors & Displays, televisions, projectors (permanently mounted) |
| Telecommunications Products (such as internet hotspots or wireless equipment) | Hard drives, USB drives, CDs, DVDs (blank, unused) |
| Transaction Machines (such as credit card readers/payment terminals and devices) | Audio or video cards |
| Web Content applications, products or services | Installation equipment (cables, wall mounts and brackets) |
| Video materials produced by University Communications |
Supplemental Documentation
Depending on the item type and its intended use, your ICT Review may require additional forms and documentation. Many higher-ed serving companies have these forms prepared in advance for their products and services, so be sure and ask!
Tip: Gathering these forms in advance can help reduce ICT Review processing time.
Accessibility
The following supplemental forms may be required as part of your ICT Review:
- 508 Acknowledgment Statement for Services
- Accessibility Conformance Report for Products (completed VPAT)
- EEAAP
Information Security
Some products/services – such as cloud-hosted software or tools – may require additional security review forms, such as:
How to Complete/Submit ICT Form
To assist you in completing the form, please review these helpful Instructions for Completion prior to beginning, and preview the ICT Request form in advance. If you’re unsure how to answer any of the questions, just ask!
Request ICT Form Assistance
Or, if you're ready, click the button to begin filling out your ICT Request.
Review Timeline
Due to the variable nature of the tools and services being evaluated, the timeline for ICT approvals will vary, and depending upon the complexity, may take up to 8 weeks from submission. Gathering needed documentation from the vendor in advance can help reduce turnaround time.
- Depending on the product/service being requested and its level of impact, approval may be required from one or more of the following reviewers:
- IT/ATI Procurement Specialist,
- Information Security Office, and/or
- the reviewing IT Administrator
- If a full ICT accessibility/security review is needed, work with the vendor and the IT/ATI Procurement Specialist to gather the requested information and documentation.
- After the ICT review is completed, the requestor will receive a final approval email.
Approved/Submit to Procurement
If entering a requisition into CFS
- Use commodity code 91900
- Upload PDF/document of approval email and other requested supporting documentation as an attachment to the CFS requisition, in the header comments
- Use the standard comment for ICT documents when attaching documents
If purchasing with a procurement card
- Prior to purchase, email the approval PDF to procard@csus.edu for Procurement's pre-approval.
- Print out the approval PDF and Procurement's approval email, and attach them to your credit card statement
Get Support
Depending on your area, you can contact your division/college IT Consultant, or the IRT Service Desk Team for support.