Technology

Purchasing Information Technology

If you are interested in making a personal purchase, please see Purchasing Your Own Computer. If you are thinking about implementing new information systems or web-based services for your department, please download the Technology System Assessment Protocol .

Download this information as a PDF

All computer hardware, software and peripheral purchase requests must be submitted to and approved by Technology. Purchases for Simmons College, whether from departmental, capital and/or external funds (see Purchasing with External Funds) must conform to Simmons College standards. Requests and queries should be sent to Technology, specifying the needs and requirements of the user(s): Mac or PC, and specific applications and software. All items purchased, no matter what the funding source is, will become part of the Simmons College inventory.

As part of the normal desktop upgrade cycle, Technology will fund the purchase of the then current Simmons standard machine. Purchases outside of the standard cycle or above the standard configuration are the responsibility of the department (laptop, special monitor, etc.). When a department has a net gain of an employee, the cost of the initial equipment for the new staff member is the responsibility of the department unless other arrangements are made explicitly in advance. Subsequent upgrades will be part of the normal program. (See "Technology Replacement Cycle" and "Policy On Faculty/Staff Laptop Computers.")

All purchase requests will follow the procedures listed below:

  1. Request a quote:
    a. The department sends a request for a quote via e-mail to techquotes@simmons.edu.

    b. Quotes for standard Simmons hardware and software will be sent to the requestor within 3 business days. For non-standard quote requests such as audiovisual equipment or software that has not previously been tested, the requestor will be notified of the approximate time that the quote can be expected. In general, the more complex or expensive the purchase, the longer our vendors are likely to take.

    c. Quotes are valid for 30 days from the date of issue. Quotes older than 30 days are not valid and a request to the vendor will have to be repeated before a purchase requisition can be processed.
  2. Completion of the Purchase Requisition Form:
    a. It is the responsibility of the department to complete the green Purchase Requisition form (PR) including budget numbers and signatures. Two copies of the quote should be attached to the PR. Blank copies of the Purchase Requisition form are available from the Purchasing Department in room E004.

    b. Completed requisition forms must be sent or delivered to Technology in suite P310. Individuals should make copies for their own records prior to submission.

    c. The PR will be submitted to the Technology Financial Administrator for approval and signature.

    d. Please note that orders with quotes older than 30 days or without budget numbers and authorized signatures will be returned to the requesting department for reprocessing.

    e. Technology will submit the PR to the Purchasing Department within 24 hours of receipt.

    f. The Purchasing Department will create a Purchase Order and send a copy to the vendor for order placement. Originals will be sent to Technology for tracking purposes. Copies will be sent to the department the budget of which is being billed.

    g. All requests about the status of an order should be e-mailed to techquotes@simmons.edu. A response will be provided via e-mail within one business day.
  3. Delivery and installation of equipment:
    a. All orders will be received by Technology. They will be logged into inventory for asset management, licensing and/or warranty management.

    b. The packing list will be marked with date of receipt and filed with the requisition and purchase order.

    c. An Asset Tag will be placed on the upper right hand corner of any equipment.

    d. A ticket will be generated in the work order system for installation.

    e. The Technology staff member assigned will call the user and arrange for installation within one week of receipt.
  4. Invoicing:
    a. The Purchasing Department receives all vendor invoices. Purchasing will send the original to the department for invoice approval and signature.

    b. The department ordering the equipment will return the original invoice and an Invoice Approval Form to the Accounts Payable Department with the necessary budget coding and signatures.