Streamline and Improve IT Procurement
The IT Procurement process manages the acquisition of software and hardware while safeguarding the university from malicious or unsafe products. The process involves reviews in the areas of IT security, law, accessibility, and finance, as well as direct negotiation with vendors. Over recent years, the software marketplace has largely moved to a subscription-based model, which has increased the need to find new ways to streamline these processes and to provide a higher level of customer service for our university constituents.
Through this IT Transformation project, two new processes were developed:
- Expedited procurement of low-risk, low-cost (LRLC) software and IT services, and
- A new operating model for technology-related purchases at the university.
How these new processes bring value to Virginia Tech:
The Low-Risk, Low-Cost Software Procurement pilot saw the completion of approximately 359 expedited procurements, each taking an average of four days to process, plus four additional days to complete a HokieMart purchase. This average duration of eight days is significantly shorter than the 300 days that had previously been needed to complete a software procurement through the former process. The low-risk, low-cost process is now standard practice for procurements meeting the low-risk, low-cost criteria. This practice alleviates much of the IT procurement request backlog and delivers an expedited way to satisfy broad demand across the university for low-risk, low-cost software.
Under the new procurement operating model, the process for technology-related purchases is now directly aligned with current purchasing processes used for acquisition of all other goods and services at the university (initiated by a requisition and advanced through HokieMart). This unified approach enables a one-stop procurement experience for university departments, with enhanced transparency, improved communication, and a more consistent customer experience while maintaining technical reviews to ensure the safety of university data.
The Software Service Center within the Division of IT continues to distribute and maintain licenses for network-based installation of licensed software for faculty, staff, and students.
As both new processes continue, in collaboration with the continuing work of the Software Service Center, there is a strong expectation that these new arrangements will yield many additional benefits for the university.
Project Team:
Project Lead: Kenneth T. McCrery, Chief of Staff, Division of Information Technology
Team Members:
Mary Helmick, Assistant VP for Finance and Director of Procurement
Cheri Meador, Assistant Director, Contracts, P-card and Vendor Management
Angela Correa, Director, IT Communications
Karen Herrington, Director, IT Data Analytics and Visualization
Erin Griffin, Assistant Director, Systems and Support
Andy Ratcliff, Application Analyst
Natalie Hughes, Procurement Process & Business Consultant
Contact:
If you have questions or concerns related to procurement that are not covered here, please contact procurement@vt.edu.
If you have questions or concerns related to the Software Service Center, contact departmentalsoftware@vt.edu or submit a ticket at https://software.vt.edu/help.