Purchasing Software

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Software and hosted solutions must follow a pre-purchase compliance process.  Desktop software is available through a variety of suppliers pre-approved by the Purchasing department. UB also has some university-wide licenses that are available for departments at no charge or for a nominal fee.

Software and Hosted Solutions IT Pre-Purchase Compliance Process

Purchases of hosted solutions (over the internet) or software, whether installed or accessed from on-premise or in the cloud, can put sensitive university data at risk, may not meet the needs of the campus population with disabilities, may violate the university's Web Accessibility Policy, or may require integration with enterprise level applications or university systems.

Hosted solutions and software applications installed on UB servers must be reviewed by experts in security, accessibility, and the Chief Information Office prior to the purchase occurring to ensure the applications are compatible with university policies, state and federal guidelines, specifically but not limited to:

  • Compliance with data usage policies
  • Compliance with security standards
  • Compliance with campus IT standards
  • Compliance with personally identifiable information
  • Integration into enterprise hardware or existing UB applications
  • Compliance with the Web Accessibility Policy and other accessibility requirements

Process Goals

The goal of this process is to incorporate review and approval by the Vice President Chief Information Office (VPCIO) and the Office of Equity, Diversity and Inclusion (EDI) prior to the purchase.   The end result of the review process is to provide a recommendation and/or approval regarding the purchase of the software or application.

Applies To

  • Hosted Software applications that are installed, hosted and accessed entirely over the internet
  • Cloud computing offered via a cloud service or cloud provider
  • Server-based software requiring installation on UB servers
  • Software as a Service (SaaS) or software on demand via the internet
    • This includes survey tools, hybrid and web-based assessments
  • Any service or software accessed by students or the public via UB webpages or third party webpages
  • Any software or service that collects payments or requires PCI compliance (credit card use)
  • Any software or service that contains HIPAA data
  • Any upgrade from current on-premise software to cloud based services or software
  • All enterprise based software or campus-wide software
  • All multi-year renewals not previously vetted through this process
  • Open source, freeware, shareware, and no-charge products are not excluded

Does Not Apply To

  • Hardware drivers only (such as printer drivers or utilities)
  • Software installed at the desktop level used by an individual
  • Multi-year renewals only if the original purchase was successfully vetted through this process
  • UB licensed software available through the VPCIO office

Data Security Importance

Data security is very important. Ensuring that our data is secure is a vital part of our business operations. UB has different security requirements depending on the nature of the data or IT resources the supplier will handle. The greatest risk is associated with purchases requiring the use of Category 1 or Category 2 data per the Data Risk Classification Policy.

Not sure what category of data you intend to use?

Your IT Node Support Staff can assist in determining the type of data you intend to use. Find the IT support staff for your unit, department, or academic area.

What Is at Risk If You Skip the Pre-Purchase Process?

  • Students with disabilities may not be able to access the required tool
  • Violation of UB Web Accessibility Policy, Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973, and the New York State Human Rights Law
  • Possible breach of personally identifiable, FERPA, and/or HIPAA information
  • Inability of central services to integrate product or provide adequate support
  • Possible violation of New York State and State University of New York procurement rules

Process Steps

Process for Software and Hosted Solutions Over $50,000

In order to ensure the most efficient and cost effective process, follow the steps in this section when your software purchase is expected to exceed $50,000.

When to Use This Process

When your purchase will exceed $50,000, including renewals, regardless of funding source being utilized. 

How to Purchase Software Over $50,000

Complete this process prior to selecting a vendor or product, meeting with vendors, or creating a purchase request.

1. Download the Purchasing Software Solutions Over $50,000 Questionnaire and complete all information requested within.

2. Email the completed form to the software buyer, Kristy Smith.

3. The buyer will review the information, provide guidance on the next steps, and schedule a meeting with the necessary UB staff if required.

Process for Software and Hosted Solutions Under $50,000

When to Use This Process

When purchasing software or hosted solutions with an expected value of less than $50,000, regardless of funding source.

How to Purchase Software Under $50,000

The steps below must be completed prior to submitting an eReq:

  1. Ensure Purchasing guidelines have first been met regarding threshold requirements, additional quotes and justification.
  2. Download the Purchasing Software Solutions Under $50,000 Questionnaire and follow the instructions contained within for Step 1 and Step 2.
  3. Once Step 1 and Step 2 of the questionnaire are completed and all necessary approvals have been received, attach all applicable forms to an eReq and submit to Purchasing for completion of your purchase request.

Departments may not sign agreements or contracts for these purchases. Read UB's Approval Authority Policy.

Processing Time

The expected processing time is 8 weeks.

Additional timeframe considerations:

Cloud, SaaS (Software as a Service), and Online Services:

  • Some Cloud products or services, regardless of the Category of Data being used, will require additional review and negotiation by legal counsel.
  • Additional review can take approximately 3 months.

HIPAA Business Associate Agreement (BAA):

  • Will a supplier have access to Protected Health Information (PHI)?  Such suppliers act as Business Associates and UB  must include its Business Associate Agreement within the contract to comply with HIPAA regulations
  • Expected processing timeframe of approximately 6 months.

Desktop Software

Purchase Desktop Software

Microsoft Server and Desktop Software for Purchase

Microsoft products not covered under the Microsoft Campus Agreement can be purchased by faculty and staff for UB-owned computers.

  • For Microsoft Server software (such as Microsoft Windows Server and Microsoft SQL Server) email software-license-support@buffalo.edu to obtain a price quote for purchase through the State of NY Microsoft Reseller. You also obtain your installation file and codes from the software license group.
  • For other Microsoft desktop software (such as Microsoft Visio and Microsoft Project) contact Logisoft directly at rlong@logisoft.com or through the Logisoft website. You will receive an individual license via email that provides access to download the installation file and obtain the install code.

Adobe Software for Purchase

UB participates in the SUNY Cumulative Licensing Program (CLP). The SUNY CLP Agreement #4400684499 is valid until 11/01/2019.  All Adobe titles are available through Logisoft, a recommended software supplier, and will be priced under this agreement.  If you decide to purchase Adobe from another supplier, please provide the SUNY CLP Agreement number to obtain the best pricing.

Recommended Software Suppliers

Logisoft Computer Products

Logisoft Computer Products offers a wide selection of software, including the Adobe CLP products. Logisoft also sells academic-priced software from over 50 companies such as Parallels, Adobe, Avid, Absolute, Corel, TechSmith and more.  

  • Software titles may be viewed on the Logisoft website
  • To request an academic price quote, or to inquire about products not found on the website, email edusales@logisoft.com or call 888-564-4763

Download Software for UB-Owned Computers

 Review the software available for download to UB-owned computers for faculty and staff.

Downloading Software to Your Computer

You must be the administrator of your computer to install most software. Contact your departmental IT support staff to install this software.

Ordering Software for UB-Owned Computers

Review the software available to order from UB for UB-owned computers and find out how to order it.

Who Installs Your Software?

Most manufacturers fulfill your license order electronically through the licensing portals or download sites. The end-user (licensee) on the license order receives access. If your IT Node staff installs your software the license may need to be put in their name.  Check with your IT staff prior to ordering.

Purchasing Software for Personally Owned Computers

UBIT has information about the purchase of software for your personally owned computer.

Procurement Services is not responsible for the information provided by UBIT about personal purchases. Direct all inquiries to UBIT. 

Contact an Expert

Kristy Smith

Purchasing, Procurement Services

Phone: 716-645-4504

Email: kristysm@buffalo.edu

Cheri Weber

Director of Technology Procurement

Purchasing, Procurement Services

Phone: 716-645-3885

Email: ubmcheri@buffalo.edu

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