Technology Procurement

Use this workflow to purchase an individual computer accessory or peripheral device for an employee. Do not use it for bulk technology procurements, even if the individual unit cost is less than $150. On a case-by-case basis, approval may be requested for an item costing more than $150; these purchases must be approved in advance by the Vice Chancellor of Technology.

1. Referencing the district's Computer and Accessories Standards, identify the desired computer accessory or peripheral device (for example, a webcam or USB adapter) and confirm the appropriate funding source (FOAP) with your direct supervisor.
2. Using a district ProCard (for items under $150), purchase the accessory or peripheral through the district's CDW-G portal or a similar retailer such as Best Buy or Amazon. Retain all receipts for future ProCard audit statements or individual reimbursement requests. Products purchased online with a district ProCard must be delivered directly to the district and must adhere to the district's ProCard Policies and Procedures.
3. If you need technical support to install or connect the peripheral to a district-provided workstation, submit an ETS Request for Help ticket at helpdesk.fhda.edu or contact the ETS Call Center at (408) 864-8324.

Use this workflow to purchase an individual computer accessory or peripheral device for an employee. Do not use it for bulk technology procurements, instructional devices such as virtual reality headsets, or non-employee devices such as wireless hotspots for students.

1. Referencing the district's Computer and Accessories Standards, identify the desired computer accessory or peripheral device (for example, a monitor, scanner, or docking station) and confirm the appropriate funding source (FOAP) with your direct supervisor. On a case-by-case basis, ETS may be able to provide recommendations.
2. Request a vendor quote for the accessory or peripheral by submitting an ETS Request for Help ticket at helpdesk.fhda.edu. A vendor quote and confirmation that the vendor accepts the district's standard payment methods (purchase order with paper check issued) must be included as supporting documentation with any purchase requisition before Purchasing can assign a purchase order.
3. Once you receive the vendor quote, submit a purchase requisition in Banner. Include confirmation that the vendor accepts the district's standard payment methods in the document text of the requisition. Purchasing will coordinate the purchase with the approved vendor and schedule delivery to ETS for asset tagging.
4. Using the previously submitted ETS Request for Help ticket, coordinate with ETS on installing the accessory or peripheral with your district-provided workstation, such as connecting and secure locking a second monitor.

One-time exception to the ProCard limit: On a case-by-case basis, you may request pre-approval from the Vice Chancellor of Technology for a one-time consumer technology purchase exceeding the $150 ProCard limit. Before completing any purchase, submit an Over $150 Technology Purchase Pre-Approval Request at helpdesk.fhda.edu: select Request a Service, then select Over $150 Technology Purchase Pre-Approval Request.

Use this workflow to purchase individual products or bulk technology orders, which may require a concurrent software or service contract.

ProCard and personal credit card purchases are prohibited for this workflow. Using a district ProCard or personal credit card for these purchases may result in district ProCard cancelation or denial of applicable reimbursement requests.

1. At a department or program level: (a) identify the proposed instructional device, non-employee hardware, or other accessory; (b) confirm the appropriate funding source (FOAP) with the supervising manager; and (c) confirm any additional one-time or ongoing costs, such as a software subscription.
2. Identify a department or program point of contact to interface with ETS, Purchasing, and the vendor as appropriate, and schedule a Scoping and Technical Review Meeting to outline the next steps for procurement.
3. After obtaining the necessary quotes and confirming the vendor accepts the district's standard payment methods, submit a purchase requisition. Include confirmation that the vendor accepts the district's standard payment methods in the document text of the requisition. Approval of a purchase requisition may require Board approval if the purchase exceeds the Bid Threshold. Exceptions may apply if the purchase is subject to piggyback agreements or other statutory exceptions. Direct questions to Purchasing for clarification.
4. Following Board approval (as applicable) and assignment of a purchase order, the department or program point of contact should coordinate procurement in collaboration with ETS and Purchasing. Products should be delivered to the department or program point of contact.
5. Once the products are delivered, submit an ETS Request for Help ticket at helpdesk.fhda.edu for setup or support, per the roles and responsibilities documented during the Scoping and Technical Review Meeting. Repeat this workflow for additional purchases of the same products as needed.

Use this workflow for software licenses or subscriptions not already available districtwide (department- or division-specific software) and for the procurement of other instructional technology services that may require a licensing contract or agreement for services. This workflow applies to new agreements as well as renewals.

1. At a department or program level: (a) determine the proposed software or instructional technology; (b) identify the appropriate funding source (FOAP); (c) confirm any additional one-time or ongoing costs, such as implementation professional services or maintenance; and (d) determine the applicable service period, such as single or multi-year.
2. Identify a point of contact to interface with ETS, Purchasing, and the vendor as appropriate, and schedule a Scoping and Technical Review Meeting to outline the next steps for procurement.
3. After obtaining the necessary quotes, confirming the vendor accepts the district's standard payment methods, and finalizing the terms and conditions of the licensing or service agreement with ETS and Purchasing as applicable, submit a purchase requisition. Include confirmation that the vendor accepts the district's standard payment methods in the document text. Approval of a purchase requisition may require Board approval if the purchase exceeds the Bid Threshold. Exceptions may apply if the purchase is subject to piggyback agreements or other statutory exceptions. Direct questions to Purchasing for clarification.
4. Following Board approval (as applicable), execution of the licensing or service agreement, and assignment of a purchase order, the department or program point of contact should coordinate start-of-service in collaboration with ETS.
5. Once the software or service becomes available, an ETS Request for Help ticket for setup or support may be submitted at helpdesk.fhda.edu, per the roles and responsibilities documented during the Scoping and Technical Review Meeting.