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Supply Chain

Purchasing IT Software, Hardware, etc.

Establishing the necessary pre-purchase documentation and requirements to make a purchase of software, hardware, or specialized projects.

Before You Start

  • Procuring IT-related equipment or software is a joint effort of IT Services and Procurement Services.
  • Definitions:
    • Software: Applications or programs operated on UAMS equipment.
    • Hardware: Physical components of a computer system.
    • Special Projects: Requests for enhancement to existing systems, installation of equipment project etc.
  • Software Purchases
    • In order to ensure compatibility and security, all software must be purchased working with Information Technology.
    • All Software Purchase requests must be submitted to UAMS IT Technical Support Center or through IT service portal.
  • Hardware Purchases
    • Hardware Purchase requests must be submitted to UAMS IT Technical Support Center at (501-686-8555) or through the IT self-service portal at https://uams.service-now.com/it_services
    • Workstations, laptops, printers and external storage devices must be purchased through Information Technology to ensure compatibility and security.
    • External storage devices such as USB sticks and external hard drives must be encrypted in accordance with Policy 2.1.02, Mobile Device Management, if there is any possibility Confidential Information will be stored. External USB storage should never be considered as a reliable backup medium for business use data. All purchases of such devices must be vetted through IT.
  • Special Projects:
    • Requests for enhancement or new projects (Special Projects) should be submitted using the Information Systems Project Request form, located on the UAMS Intranet.
    • If you have further questions regarding special IT projects, please reach out to your sourcing buyer.
  • Personal Software:
    • Policy 2.1.02, Mobile Device Safeguards and Administrative Guide
    • Policy 2.1.40, Enterprise Data Integrity & Encryption.

Workflow as Steps

  • Ensure you have contacted and had your software, hardware, or special project verified and confirmed by IT via Service Now/IT portal.
  • Requisitioning:
    • Put in a requisition and include your documentation from IT that approves your purchase of software, hardware, or special project.
    • For DELL:
      • IT will build a shopping cart and submit a requisition using the requester’s name.
      • The requester will update financial work tags, update deliver-to, and add attachments.
    • The requester will submit it for normal campus reviews.
    • After approvals the sourcing buyer will approve and create the purchase order.
  • Add any additional documentation required for your purchase. Such as Contract, fully executed Procurement Method, etc.
  • Submit Requisitions as normal to your Sourcing Buyer.  

Additional Help and Information

Note:

  • All technology decisions (hardware, software, infrastructure) must be made from the viewpoint of all mission areas and include enterprise-wide input via the appropriate UAMS IT governance committee. 
  • All technology decisions will derive from strategic business needs.
  • All staff, faculty and management at UAMS will be required to abide by these Guidelines.
  • All technology decisions will require a 5-year Total Cost of Ownership (TCO) model

Wondering where your equipment is?

  • After IT-related equipment is received at UAMS Central Receiving, the equipment goes to Property Services to get tagged (i.e., asset tag), and, finally, to IT Services to be configured. Once tagged and configured, the equipment will be delivered to you.
  • Due to the additional processing IT equipment goes through, there is a short delay between when the item(s) show received in Workday, and when it is delivered to the Requester.

Helpful Links