This article outlines the general process for a department or individual to purchase a technology item, software, or online software subscription.


Roles and Definitions:

  • Requestor: Any employee can request the purchase of technology or software. Therefore, any employee can be considered the requestor. In addition to making the initial request, requestors and sponsors will be required to Approve the renewal of any recurring subscriptions.
  • Sponsor: The sponsor is the budget manager in control of the budget from which the item will be funded. The sponsor and requestor are often the same individual but that is not always the case.
  • IT Help Desk Staff (helpdesk@blueridge.edu): The IT Help Desk staff should be the initial point of contact for the initial inquiry into a technology-related purchase. By sending an email to the helpdesk@blueridge.edu, IT staff will route the request to appropriate expert and your request will be automatically tracked in our IT Support Ticket System.
  • Technology Purchase Approver: Depending on the nature of the purchase, either the Director of IT or the CIO will be required to approve the purchase.
  • Major Technology Purchase includes any purchase that:
    • Is over $1,000
    • Has a recurring cost such as an annual fee or subscription
    • Will impact more than a single employee, class, or department
  • Minor Technology Purchase includes any purchase that isn't considered a Major Technology Purchase
  • State Contract: The NC DIT and Procurement State Agencies negotiate state-wide convenience and mandatory contracts. Items on state contract are usually the best price available for the item or service and have specific purchase or service terms already vetted and approved by state procurement and legal teams. Here is a link to the NC DIT State Contract list.
  • Consortium Agreements: There are some consortium agreements that can be leveraged to obtain a pricing discount or to obtain specific pre-negotiated terms.



Process Overview:


Research and Approval Phase

  1. Requestor determines there is a need for a technology item
  2. Requestor should review our Overview of our existing Technology and Software Resources to determine if an existing resource could meet their need
  3. Requestor contacts IT by sending an email to helpdesk@blueridge.edu with the details of their technology need.
  4. IT staff review the request, provide supporting information and guidance as needed.
  5. Once the Requestor has received guidance and advice from IT staff, the Requestor shall enlist the support of a Sponsor (budget manager)
  6. Depending on the nature of the purchase request, the Sponsor and Requestor shall:
    • For Major Technology Purchases
      1. Complete the first page of the BRCC Technology Purchase Checklist
      2. Send the completed Checklist to helpdesk@blueridge.edu along with their expectations such as purchase timelines
      3. Receive guidance from IT staff
      4. Include the request on their next FY Budget Request Form
      5. CIO shall review and approve/decline request during the annual budget approval process
    • For Minor Technology Purchases
      1. Sponsor can submit an eReq request along with appropriate documentation
      2. The eReq shall be routed to Director of IT or CIO for approval
      3. If purchasing via p-card, Sponsor should receive written approval via email from Director of IT or CIO
  7. Once the request has been budgeted and provisionally approved by IT, proceed to the purchase phase


Purchase Phase:

  1. Compile relevant documentation
    • BRCC Technology Purchase Checklist (if Major Technology Purchase)
    • Vendor Quote, Statement of Work, or similar purchase document
    • Competitive quotes (if applicable)
  2. Create an eReq that includes all relevant documentation as attachments
  3. Adjust the approval routing of the eReq to include:
    • Sponsor
    • Requestor (if different from sponsor)
    • CIO (for Major Technology Purchases)
    • Director of IT or CIO (for Minor Technology Purchases)
  4. Purchase order is issued
  5. IT staff create IT Support Request Ticket to track the purchase and subsequent implementation / deployment
  6. IT staff receive, configure, deploy purchase
  7. IT staff confirm successful completion of process with Requestor and Sponsor and close the ticket


IT Process to Evaluate Technology Purchase Requests:

  • Collaborate with Requestor / Sponsor to determine if the need can be met with existing resources
  • Determine if the technology item can be purchased from an existing State Contract or NCCCS Contract or Consortium Agreement
  • Ensure compliance with Americans with Disabilities Act (ADA) aka Section 508
  • Ensure compliance with applicable security standards
  • Evaluate the quality, sustainability, long term viability
  • Obtain data sharing agreement if applicable
  • Determine if purchase is compatible with existing technology at the college
  • Determine if BRCC IT staff can adequately sustain support for the purchase
  • Determine if there are additional needs or requirements
  • Determine the necessary level of effort to implement purchase within the expected timeframe
  • Determine if the item is already or likely to become obsolete