General Questions
Q: Why is there a technology purchasing process?
The process helps ensure:
- Technology is compatible with Massasoit systems.
- Purchases align with college policies and goals.
- Assets are properly tracked according to state requirements.
- Departments receive the best value for their budgets.
- Faculty, staff, and students receive the technology they need for success.
Q: What types of technology purchases require this process?
The process applies to:
- Hardware (desktops, laptops, tablets, etc.)
- Software (applications, website subscriptions)
- Accessories (mice, keyboards, headsets, etc.)
Before Submitting a Request
Q: What should I consider before requesting technology?
Before submitting a request, determine:
- What problem are you trying to solve.
- Who will use the technology.
- How many units are needed.
- When the technology is needed.
- Which fiscal year will the purchase be charged to.
Q: When should I start the purchasing process?
Start as early as possible. Standard purchases often take several weeks, while non-standard items and larger projects may take significantly longer due to research, approvals, and procurement requirements.
Submitting a Technology Request
Q: How do I submit a technology purchase request?
- Log in to the MyMassasoit portal.
- Locate the IT Services card.
- Select Submit a Ticket.
- Choose Information Technology Services.
- Select Technology Requisitions.
- Choose the appropriate request type (hardware, software, or accessories).
Q: What information should I include in my ticket?
Provide:
- A detailed description of the request.
- The business needs or intended use.
- The number of users or devices involved.
- Desired timeline or deadline.
- Any known requirements or specifications.
ITS Review Process
Q: What does ITS review?
ITS evaluates:
- Technical requirements.
- Specifications.
- Compatibility with existing systems.
- Support and maintenance requirements
Q: What happens if the requested technology is not a standard product?
Additional research and evaluation may be required to determine compatibility, supportability, security, and compliance with college standards. This may extend the approval timeline.
Q: Does a vendor recommendation guarantee approval?
No. A vendor recommendation does not automatically mean a product meets Massasoit standards or purchasing requirements. All requests must go through the review process.
Purchasing and Compliance
Q: What purchasing requirements are reviewed?
The review includes:
- Availability of funding.
- Vendor approval status.
- Contract requirements.
- Quote requirements.
- Compliance with College Purchasing Policies.
- Purchasing Manual can be located on the Massasoit Portal via the Campus Documents card.
Quote and Purchase Order Process
Q: What happens after ITS approves my request?
- A quote is requested.
- The requester reviews the quote.
- Adjustments are made if needed.
- A purchase request is created in Self-Service Banner (SSB).
- The request moves through approval workflows.
- Purchasing issues the purchase order (PO).
- The order is placed with the vendor.
Q: Who creates the purchase request?
The requester or another member of the department creates the purchase request in Self-Service Banner (SSB) after the quote is finalized and approved.
Q: Can I place an order directly with a vendor?
No. The purchase request and approval process must be completed, and a purchase order must be issued before placing an order.
Receiving and Deployment
Q: What happens after the equipment arrives?
Depending on the item, ITS may perform:
- Inventory tagging.
- Device configuration.
- Software installation.
- Delivery or pickup coordination.
- Onsite installation and setup.
Q: Will all items be delivered immediately?
Not necessarily. Some items require inventory processing, configuration, software installation, or scheduling before deployment.
Timelines
How long does the process typically take?
|
Request Type
|
Typical Timeline
|
|
Standard Items
|
Several weeks
|
|
Non-Standard Items
|
Longer due to research and approvals
|
|
Large Projects
|
May require planning months in advance
|
|
Tips for Faster Processing
Q: How can I help my request move faster?
Do:
- Submit a detailed ticket.
- Clearly explain the business need.
- Provide realistic timelines.
- Involve ITS early in the planning process.
Don't:
- Wait until the last minute.
- Assume a vendor recommendation is approved.
- Skip the ITS ticket process.