Software & IT-Related Request
Please notify your Purchase Agent of the request before submitting the form.
Instructions
Complete this form to provide OneIT with the information required to perform a data assessment for all software and IT-related contract, purchase, or acquisition requests.
Hardware
This form is not required for equipment (e.g. computers, laptops) that are available from approved vendors in 49er Mart (e.g. Dell, NinerTech). Colleges may be required to report their equipment purchases to their assigned OneIT Executive Director for support and inventory purposes.
Help?
If you need assistance completing this form, please reach out to your designated OneIT Support Contacts.
Who is requesting this product/service?
Enter your ninernet@charlotte.edu.
What department is funding this request?
Note: If your department is not listed, please select the best college or unit your department rolls up under.
Who is your assigned Purchasing Agent responsible for final approval of your request? (see Purchasing Agent Departmental Listing)
Is this a new request or a renewal of a previously approved software & IT-related service or product?
What is the vendor name?
What is the vendor's website? (optional)
What is the name of the product or service?
Describe the functionality of this product/service. What does this product/service do and for whom? Please be brief but specific (e.g. dataset for research; statistical analysis tool for classroom).
What is the total cost of this product/service?
Note: For multi-year agreements, provide the total cost for the entire duration. For example, a 5-year agreement at $2,000 per year equals $10,000. For single-year agreements, calculate the annual cost. Note any special circumstances.
Provide the name and @Charlotte email address* for the above-selected division/department's designated approver with signatory authority (see Signature Authority Chart). This should not be OneIT staff unless OneIT is the requesting department.
* Email needs to be NinerNet credentials as used for DocuSign. (i.e., Norm the Niner ninernet@charlotte.edu)
Provide the name of the functional owner - who will be responsible for the business configurations and usage decisions - for this product/service.
What level of data as defined by the Guideline for Data Handling will be stored within the product or service?
(SELECT HIGHEST LEVEL APPLICABLE)
What, if any, university information, student data, or personally identifiable information (PII) is being provided to the vendor?
Does the product/service support single sign on (SSO) or multi-factor authentication (MFA)? If yes, will SSO/MFA be used?
If SSO/MFA will be used, are the end users that require access eligible for an @charlotte.edu account?
Will this application be accepting credit card payments on behalf of the university for products or services provided by the university?
Ex: ticket sales, program registration fees, venue rentals, UREC memberships, etc.
Does this software & IT-related service use AI? Please attach the vendor AI privacy policy.
How will AI benefit the requesting department?
How is the software & IT-related service provided hosted?
Does this product/service require integration with other software/systems (e.g. Banner, Canvas)?
Does this request include a Statement/Scope of Work (SOW)?
Does this request include a vendor agreement (e.g. contract, order form, quote, etc.) that requires university signature?
Please upload any documentation necessary to support this request (e.g. contract, order form, quote, AI privacy policy, etc).
Any additional notes or comments provided by the end user for more context (e.g. requisition #, integrates with Banner, request for p-card exception, project #, etc.). (optional)
Enter the email address(es) of the respective individuals who need to receive a copy of the Software & IT-Related Request Form.