Computer 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 required to run on a server or in the cloud (SaaS) requires careful consideration and is subject to extended processing times.
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 II data.
Four types of purchases with greatest security risk:
If your order falls into any one of these categories above Purchasing may need additional information or supporting documents to review if applicable.
Follow these steps to determine if your purchase falls into a high-risk category:
1. Ensure Purchasing guidelines have first been met regarding threshold requirements, additional quotes, justification, etc.
2. Determine if any UB data will be available to the vendor or will the supplier need access to any UB IT resources (e.g. servers, LDAP, HUB, etc.)
3. Review any data and IT resources involved and classify per the UB Data Classification Standard prior to making any purchase requests. Consider both immediate and future uses.
4. Complete the Purchasing Software Solutions Questionnaire and submit to your IT Node Support Staff for review and approval.
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.
5. Once approved by your IT Node Support Staff, ISO or University Data Custodian, please attach completed Questionnaire to eReq, along with any required documentation (quotes, justification, agreements) and submit to Purchasing.
Departments may not sign agreements or contracts for these purchases. Read UB's Approval Authority Policy.
The expected processing time is 8 weeks.
Additional timeframe considerations:
Bidding/Request for Information (RFI)/Request for Proposal (RFP):
Cloud/SaaS (Software as a Service)/Online Services:
HIPAA-Business Associate Agreement (BAA):
Microsoft products not covered under the Microsoft Campus Agreement can be purchased by faculty and staff for UB-owned computers.
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.
Logisoft Computer Products has a UB customized on-line store for academically priced software. The most commonly purchased titles are in the storefront, including the Adobe CLP products. Logisoft sells academic-priced software from over 50 companies such as Parallels, Adobe, Avid, Absolute, Corel, TechSmith and more.
For products not found in the store contact firstname.lastname@example.org or call 888-564-4763.
Review the software available for download to UB-owned computers for faculty and staff.
You must be the administrator of your computer to install most software. Contact your departmental IT support staff to install this software.
Review the software available to order from UB for UB-owned computers and find out how to order it.
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.
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.
When in doubt, find out! Consult with our purchasing agents for advice.
All procurement activity is subject to periodic audit to monitor compliance with policies and procedures.