This page details the following processes:
- Request New Technology
- Request Hardware or Existing University Software
- What Happens After You Submit a COE IT Request
Request New Technology
New technology purchases involve technical review, determination of the purchasing method, and review of applicable contracts. Each review serves a different purpose in the process.
Purchasing must determine the procurement method before an external contract is submitted to the Office of General Counsel. USC Purchasing guidance
1. Gather Your Request Information
Review the checklist below before submitting your request.
Be prepared to provide:
- Purpose: The business need, intended use, and expected benefits.
- Product and vendor: The requested technology, vendor name, and contact information.
- Users: The people and departments that will use the technology.
- Cost and funding: Estimated subscription or purchase cost, implementation fees, contract term, renewal options, and funding information.
- Data: The types of information the technology will access, collect, store, or share.
- Technical needs: Integration, compatibility, installation, and support requirements.
- Security and accessibility: Available vendor documentation, including a SOC 2 report or completed VPAT/Accessibility Conformance Report when requested.
- Artificial intelligence: Whether the technology includes AI features and how you intend to use them.
- Timing: Your desired purchase, implementation, or renewal date.
Complete information helps reviewers identify requirements and reduces follow-up requests.
2. Submit Your Technical Review Request
Submit the request through the IT Purchase Portal for review by DoIT.
Provide the information gathered above and attach the supporting documents requested by the portal. Respond to follow-up questions so the appropriate teams can evaluate security, privacy, accessibility, integration, and support needs.
Technology That Uses AI
If the requested technology uses artificial intelligence, complete the AI Use Case Impact Assessment Workbook [xlsx] as directed by the IT Purchase Portal.
Use the workbook’s written-response fields and dropdown menus to describe:
- The problem you want to solve and the expected benefits.
- How the tool will be used, supervised, and evaluated.
- Who will use or be affected by the technology.
- Accessibility, accuracy, privacy, and security risks.
- Staffing, training, maintenance, and ongoing costs.
- The potential impact of errors or harmful results.
Answer based on what you know or can reasonably estimate. When information is unknown, use the appropriate response provided in the workbook.
3. Confirm the Purchasing Method
Contact USC Purchasing at purchase@mailbox.sc.edu to determine the appropriate purchasing method.
Include the proposed product, intended use, estimated total cost, contract term, renewal options, and desired start date. Purchasing will determine whether an existing contract, written quotes, bidding, an RFP, or another authorized method applies.
You do not need to determine whether an RFP is required yourself. If the IT Purchase Portal asks and Purchasing has not yet reviewed your request, select “I need help”
Subject: Procurement Guidance — Proposed TaskBridge Software Purchase
Hello Purchasing Team,
The College of Education is considering purchasing TaskBridge from ACME Inc. to manage internal IT requests, equipment inventory, and approval workflows.
The estimated cost is $15,000 for a one-year subscription, plus a $3,000 implementation fee, with two optional one-year renewals at $15,000 each. The total potential commitment is $48,000. Our desired start date is January 1, 2027.
Could you confirm the appropriate procurement method, including whether an existing contract is available or quotes, bidding, or an RFP are needed? Please let us know what documentation you need to begin the review.
Thank you,
College of Education IT & Operations
This example uses a fictional product and vendor.
4. Complete Contract Review and Obtain Authorized Signatures
After Purchasing determines the procurement method, follow its guidance for submitting any proposed contract or terms of service to the Office of General Counsel (OGC).
Complete the Contract Approval Request Form [pdf] and submit the form to the COE Director of IT and Operations for signature and delivery to the OGC in 109 of the Osborne Building.
The form instructs requesters to:
- Complete all sections.
- Submit two copies of the form and at least two copies of the proposed contract
- Allow 14 days for processing and signature.
Additional approvals may apply based on the contract’s value and type. OGC can confirm the required approvals and anticipated timeline.
Request Hardware or Existing University Software
Submit hardware and existing software requests through the COE IT Support Portal.
COE IT will help confirm the appropriate equipment or license, obtain pricing, and coordinate purchasing and setup.
What to Include in Your Support Ticket
- Requester: Your name and department.
- User: The name of each person who will use the hardware or software.
- Item requested: Product name, quantity, model, and specifications, if known.
- Business purpose: A brief explanation of why the item is needed.
- Budget chart string: The complete chart string to be charged.
- Needed-by date: When the item must be available for use.
- Location: The delivery or installation location.
- Approver: The budget owner or department approver, if applicable.
- Additional needs: Accessories, compatibility requirements, license quantities, or other relevant details.
- Requester: Adam Martin, COE IT
- User: Justin Wells
- Item requested: PC laptop, docking station, and two monitors
- Business purpose: Equipment for a new employee’s facilities responsibilities
- Budget chart string: [Complete department chart string]
- Needed-by date: October 15, 2026
- Location: Wardlaw 274J
- Approver: [Budget owner or authorized approver]
- Additional needs: Support for two external monitors and the department’s standard applications
Software Available Through the University
Before requesting new software, check Software Distribution or ask COE IT whether an existing university license or contract that meets your needs is available.
Availability, eligibility, pricing, and activation requirements vary by product. COE IT can help confirm the appropriate license and access instructions.
View Available Software
Acrobat Pro
Adobe Creative Cloud Complete with Acrobat Pro
Microsoft Copilot
Microsoft Endpoint Configuration Manager
Microsoft Office 365 for Affiliates
Microsoft OneDrive Storage, 1 TB
Microsoft Power Automate
Microsoft Power BI Premium
Microsoft Project Online Professional
Microsoft Project Server 2013
Microsoft SQL Server 2019 Enterprise
Microsoft Teams Premium
Microsoft Visio Professional
Microsoft Visual Studio Professional with MSDN
Minitab 19
NVivo
Qualtrics Research Suite
SAS 9.4 for Workstations
SPSS Amos
SPSS Custom Tables
SPSS Missing Values
SPSS Statistics Desktop and Complex Samples
Tableau Creator
Bomgar Secure Remote Access
Formstack
LastPass
ServiceNow ITSM Suite
Canva
ChatGPT
CoPilot
What Happens After You Submit a COE IT Request
- Request review
COE IT reviews your request and contacts you if additional information is needed. - Quote and budget approval
We obtain pricing and send it to the requester for review. Purchasing proceeds after the required approval and a valid budget chart string are received. - Requisition and purchasing approvals
We submit the required purchasing documentation and coordinate the applicable financial and procurement approvals. - Order placement
Once the purchase order is issued and sent to the vendor, we notify the requester. - Receipt and setup
We record receipt in PeopleSoft Finance as applicable. Hardware is inventoried, configured, and prepared for use; software is licensed or installed as appropriate. - Pickup or access confirmation
For hardware, the designated user signs for the device at pickup. An administrative assistant may collect it by prior arrangement, but the final user must be identified before release.
All COE hardware must be recorded in the COE IT inventory. Please coordinate purchases and receipt with COE IT so equipment records remain accurate and computers are imaged according to University IT standards.
Purchase and setup times vary based on required reviews, approvals, product availability, vendor delivery, and configuration needs. Please include your desired completion date when submitting your request.