SF State technology acquisitions, whether purchased or free, are required to be reviewed for operational support, accessibility and information security requirements prior to acquisition and use.
All technology purchases require a completed TAR approving the acquisition. In the case of pre-approved technology, the required TAR process has already occurred.
Services involving an IT component, such as consulting services requiring access to the University systems and/or data, also require a TAR to be completed. However, such services provided by an independent consultant or sole proprietor do not require a TAR, as the necessary contractual language will automatically be inserted into their agreement with SF State.
TARs are used to (1) reduce IT costs by leveraging existing technology purchases and contracts; (2) determine whether the technology meets CSU/ campus standards (3) meet compliance requirements with CSU policies and SF State practice directives, e.g., accessibility and IT security which helps to reduce the risk of data breaches resulting in harm to CSU or individuals and any damages arising out of these breaches, and (4) ensure campus resources are available to support the chosen technology.
The longtime campus Technology Acquisition Request (TAR) process is relaunching this summer 2024! We are thrilled to introduce a new streamlined interface and process under a new name: BuyIT.
As part of a California State University requirement, SF State technology acquisitions, whether purchased or free, must be reviewed prior to acquisition and use for operational support, accessibility, and information security requirements.
After an extensive assessment of the process and its requirements, including user focus group feedback sessions, the project team developed an application to support the new IT purchasing process. The new application provides a consistent and simplified experience that is intended to get even easier as we streamline application functionality.
This change is part of a year-long collaborative effort between Academic Technology (AT), Information Technology Services (ITS), and other campus partners, including Procurement and the Disability Programs and Resource Center (DPRC). We also benefitted from campus input through focus groups and a staff and faculty user group whose input has been critical to this process improvement initiative.
How does IT purchasing work?
- Support and service level models needed
- Integrations
- IT process alignment
- Identifying potential redundant technology
- Identification of timing constraints, if applicable
If Campus IT Support does not approve the TAR, the acquisition may not move forward until approval is granted.
- Indicate additional compensating controls, if needed, and determine if supplemental IT contractual terms are necessary
If the request does not pass the security review, the acquisition will not move forward.
- If the request does not pass the accessibility review, the acquisition will not move forward.
When Phases 1 and 2 have been completed and approved, the requesting department submits a requisition to the Procurement department with the TAR number and other pertinent information. Purchases allowable on P-Card require the TAR to be completed in advance of the purchase and the TAR number (e.g., RITMXXXX) to be submitted at the time of P-Card reconciliation.
P-Card use is only allowed for TAR-approved hardware purchases under $5,000.
Please note that an approved TAR is not a guarantee that the product or service can be purchased.
The University is required to apply CSU terms—in some cases supplemental IT terms as determined by Phase 2a—to its purchases. In addition, vendor terms and conditions may require review and negotiation. This phase can be time-consuming. Follow-ups can be directed to procurement@sfsu.edu after a minimum of 10 business days after the procurement department receives the requisition.
Timelines for completion depend on complexity, responsiveness of vendor and workload.
If a contract and/or terms cannot be agreed upon with the vendor, end users may have to consider a different product/vendor to meet their needs.
Vision: IT purchase path
New application interface (buyit.sfsu.edu)
