Technology Purchasing & Configuration

Summary

This guide covers three general areas:

• How to make technology purchases at Whitman, including how to seek funding
• How WCTS assists in the evaluation of ongoing technology funding
• How WCTS supports the configuration of technology

How To Purchase Technology (and/or Get Funding)

If you or your department are interested in purchasing technology (hardware, software, online services) there are a number of steps you need to take in order to do so successfully.  Here’s what you need to do:

Step 1: Confirm What Technology You’re Interested in Purchasing, Your Ideal Timeline, and the “Why”

Gather basic information like the name of the technology, the company that makes it, the price, and if available, the sales person’s contact information.

Timeline:  How soon do you need/want to make the purchase?  In many cases this is very simple:  now.  But in other cases, the purchasing and implementation process can take a long time.  And if you need to acquire funding it can take even more time. (“Step 2 Consult with WCTS > If you need funding” contains more information.)

The “why” is perhaps the most important part, because being able to clearly explain your needs to people outside your department/immediate group is critical to the process.

Step 2: Consult With WCTS

Whether or not you have funding for the technology, before making a technology purchase, writing technology purchases into a grant application, or submitting a budget request to the college, please consult with WCTS first.  WCTS wants to do everything possible for you to succeed in what you’re trying to accomplish, and it’s important for all of us to remember that many of the technology purchases we make have significant ripple effects on the entire campus.  

Some technology purchases are completely simple, and you’ll be ready to purchase in no time, or even better, Whitman may already own that technology and you can just start using it!  WCTS will help you figure this out.

If it’s not a simple case, that doesn’t necessarily mean you can’t purchase the technology.  Instead, it means WCTS will help you and the college as a whole by:

• Support your purchase idea and/or potentially determine other ways to meet your needs.
• Conducting any necessary security, risk, compliance, privacy, and accessibility assessment of software, hardware, and/or third-party services.
• Discover “gotchas” that could put you or the institution in an undesired position.
• Negotiate the best possible pricing.
• Reduce your administrative burden by working directly with the technology vendor(s).
• If the purchase moves forward, developing a shared understanding of how WCTS can support your technology.
• For faculty and academic departments, WCTS will work closely with AITAG

If You Already Have Funding

After working with WCTS, you’ll know how to proceed.

If You Need Funding

After working with WCTS, if your purchase idea is to proceed, you’ll know which of the following methods to pursue:

• Budget Initiative Proposal (BIP, part of the college’s annual budget planning process)
  • Your consultation process with WCTS will lead you to writing a BIP.
  • BIPs have a specific set of due dates.  The first one is usually in mid-September, when you submit a rough draft to WCTS.  For faculty:  WCTS will coordinate its review efforts with AITAG. 
  • For general information about BIPs, please contact the Account and Business Services Office.
• Adding the purchase plan to your existing grant proposal.
• Faculty:  Submitting a proposal to AITAG for funding through the Technology Experimentation Fund.

For Faculty: About AITAG’s Role

During the BIP and/or the Technology Experimentation Fund application review processes, the Academic Information Technology Advisory Group (AITAG) will work closely with WCTS.  AITAG’s role is to evaluate the curricular/scholarly justification and implications of proposals.

Ongoing Funding of Technology

WCTS routinely examines the needs of departments to continue using different types of existing technology.  While ongoing college funding of the technology may continue (at the college’s discretion), it is in our collective interests to determine collaboratively the  continued merit, frequency of use, and appropriateness of ongoing technology funding for curricular, scholarly, and business/administrative purposes.

Faculty: Ongoing Funding of Existing Software

For academic software funded by WCTS, WCTS and faculty members/departments will communicate regularly to determine if this extant software is still in use and if it merits continued funding.  If not, consultation with the affected individuals or departments(s) will occur to determine next steps. 

Academic software funded and subsequently self-administered by faculty members and departments continue to be funded through their own budgets and fiscal resources.

Ongoing Hardware Funding: Two Important Considerations

First, if you or your department has acquired a new (not replacement) computer(s):  This computer is an addition to our college pool of computers.  Please know that WCTS will endeavor to include the cost of the eventual lifecycle replacement of this computer(s) in future budget requests.  This will help ensure that the computer is part of the college’s computer lifecycle budget.  However, please also be aware that WCTS’ proposal to add funds to the computer lifecycle budget is subject to approval through the college’s annual budgeting process.  The proposal is not a guarantee of funding!

Secondly, if the hardware is for equipment that is NOT a computer (e.g. scanning equipment), this equipment will not be part of any of the college’s extant lifecycle budgets.  As such, you and your department should anticipate the lifespan of the device and make subsequent financial plans.  If you need assistance in doing so, please contact WCTS, we would be happy to help you.

How WCTS Helps With Technology Configuration

WCTS routinely endeavors to identify departments that are shouldering costs and/or configuration of technology (e.g., vendor negotiation, purchase, record-keeping, installation, software administration, etc.), and work with those departments to evaluate transferring funds and administrative tasks to WCTS.  Doing so provides the department with the benefit of using the technology without the administrative overhead that often accompanies the technology.