Submit a COE IT Support Ticket when purchasing hardware or requesting software already available through an existing university contract. Submit the IT Purchase Portal form when requesting new software, artificial intelligence tools, platforms, or other technology not currently under contract. Below, you can review what information to include, see a sample request, and learn what to expect during the purchasing process.
This page details the following processes:
Requesting New Technology
Requests for new software, platforms, artificial intelligence tools, or other technology services that are not already under contract must be submitted through the IT Purchase Portal.
Before completing the form, review the New Technology Request Checklist. It will help you gather the information needed to begin the IT procurement process.
Be prepared to provide:
- Business need and intended use
- Requested product or service
- Estimated cost and funding information
- Vendor details
- Users and departments involved
- Types of data the technology will access, collect, store, or share
- Technical and integration requirements
- Security, privacy, and accessibility information
- Desired implementation, purchase, or renewal date
Complete and accurate information helps the appropriate teams identify and conduct any required procurement, security, legal, privacy, accessibility, or technical reviews.
Requesting Hardware
To request a computer, monitor, accessory, or other hardware, submit a request through the COE IT Support Portal.
All hardware must be inventoried by COE IT. Please work with our department to ensure that all endpoints belonging to the COE University system are properly recorded and accurate inventory is maintained.
Requesting Site Licensed Software
If the software is already available through Software Distribution or another existing university contract, submit your request through the COE IT Support Portal.
Software Available to Faculty and Staff
The following software may be requested through Software Distribution. Product availability, licensing eligibility, and pricing may vary. COE IT will provide current pricing after a purchase request is submitted through the COE IT Support Portal.
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
Site licenses are available for systemwide users for Microsoft 365, Canva and ChatGPT. To access these tools you may navigate to their website and login with your university credentials.
If you do not see the software you need, submit a COE IT Support Ticket. We will confirm whether it is already covered by a university contract or whether you must submit a new technology request through the IT Purchase Portal.
Making Software Requests
For a hardware purchase or software request, include the following information:
- Requestor: Name and department
- User: Name of each person who will use the hardware or software
- Item requested: Product name, model, and specifications, if known
- Business purpose: Brief explanation of why the item is needed
- Budget chart string: Complete chart string to be charged
- Purchase deadline: Date by which the item is needed
- Delivery or installation location: Building, room, office, or shipping location
- Approver: Budget owner or department approver, if applicable
- Additional requirements: Accessories, compatibility needs, license quantities, or other relevant details
Providing complete information helps us review and fulfill your request more efficiently.
Requestor: Adam Martin, IT Department
User: Justin Wells
Item requested: PC laptop with docking station and two monitors
Business purpose: Justin is a new employee who needs standard computing equipment
for his facilities responsibilities.
Budget chart string: CL039 | 591234 | 56789 | USCSP | 1
Purchase deadline: October 15
Delivery location: Wardlaw 274J
Approver: Adam Martin
Additional requirements: The laptop must support two external monitors and the department’s
standard applications.
- Request review
COE IT will review the information provided and contact you if additional details are needed. - Quote and approval
We will obtain a quote and send it to the requestor for review and approval. The purchase cannot move forward until we receive approval and a valid budget chart string. - Requisition and required approvals
For purchases over $200, we will submit a requisition. The request will then proceed through the standard financial and purchasing approval process. Processing time may vary based on the approvals required. - Purchase order dispatch
Once a purchase order has been issued and sent to the vendor, we will confirm its dispatch. We will check the order’s progress as time allows. - Receipt and inventory processing
After the purchase is delivered, we will confirm receipt in PeopleSoft Finance. When applicable, the device will be added to inventory, configured, and prepared for use. - Device pickup and acknowledgment
The designated user must sign for the device when it is picked up. An administrative assistant may pick up the device with prior arrangement, but the final user designation must be provided before COE IT can release it.
Purchase and setup timelines depend on product availability, vendor delivery, required approvals, and device-configuration needs.