Software Acquisition Quick Guide
This article explains the software acquisition process at CSU, its importance, and how users can initiate a request to purchase IT-related software, applications, or services.
Applicable to: Fort Collins, Pueblo, Spur, System
Affiliation: Faculty, Staff
Overview
The software acquisition request form collects technical information for a particular software, application, or service. This information is routed through a committee of campus professionals, each with a unique area of expertise.
This committee facilitates reviews of new purchases and renewals, ensuring that all software purchases comply with established standards.
Why do I have to submit the request form?
Following this process helps ensure compliance, reduces risk, and supports cost-effective decision making.
When should I submit the request form?
While all software acquisitions could benefit from this review to ensure security, accessibility, data, and business process alignment, currently, only acquisitions that are above $10k or handle sensitive data are required to undergo it.
Note: Submit the request form only after consulting with your local IT team.
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High Cost
- Buying or renewing software that costs more than $10,000.
- If software is included with hardware and the combined cost exceeds $10,000, this process applies only to the software component. The software must be reviewed for accessibility and its ability to handle sensitive data, if applicable.
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Handles Sensitive Data
- The software will create, store, process, or connect to level 3 or 4 data.
- This includes, but is not limited to:
- Social Security Numbers (SSNs)
- Bank or credit card information
- Health or HIPAA-protected information
- Government ID numbers
- Biometric data
- Federally regulated datasets
- Student or employee records
- Financial Data
Process Details
Getting started
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Consult with your college or department's IT team to discuss your business need, who will use the software, and your expected timeline.
- Your IT team can help determine whether CSU already provides a similar tool or service.
Submit Request Form
Include basic details about the software or service you want to purchase (e.g., product name, intended users, cost estimate, and timeline)
Request Form
What to expect
- An initial review of your request.
- Follow-up questions or requests for additional documents.
- Clear guidance on whether to move forward and the next steps to take.
Why it matters
Evaluating established requirements helps protect CSU data and resources. Without this process:
- Software may fail security, data, or accessibility checks after purchase, leading to delays, extra work, and increased institutional risk.
- Departments might purchase duplicate software, driving up costs and support needs.
- IT teams may be engaged too late, reducing CSU’s ability to mitigate risks or negotiate favorable contracts.
- Accessibility or compliance issues may surface only after the software is in use.
- Long-term support and ownership responsibilities may be unclear.
Support