IT Procurement Frequently Asked Questions
Where can I find the list of current VT software license agreements?
- A list of current VT software license agreements can be found on our CobbleStone Page: https://vt.cobblestone.software/public/.
- A quick start guide on how to use Cobblestone can be found here.
Where can I find the list of software currently being reviewed?
- This information is included in question 2 on the ServiceNow Software Request Form.
How do I submit software for review?
- A guide for submitting software review requests can be found here.
What questions will I be asked when I submit my request?
- A preview of the software review request can be found here.
What do the abbreviations in the software review request stand for?
- Data Transfer/Use Agreement (DTA/DUA) – A Data Transfer/Use Agreement allows the transfer to Virginia Tech of data, a dataset, or software that is non-public or is otherwise subject to restrictions on its use. Further information is available in the PRDP-020 Data Transfers (DTA) procedure at https://www.research.vt.edu/sirc/prdp/resources/sops.html.
- Business Associated Agreement (BAA) From https://www.hhs.gov/hipaa/for-professionals/covered-entities/sample-business-associate-agreement-provisions/index.html A “business associate” is a person or entity, other than a member of the workforce of a covered entity, who performs functions or activities on behalf of, or provides certain services to, a covered entity that involve access by the business associate to protected health information. A “business associate” also is a subcontractor that creates, receives, maintains, or transmits protected health information on behalf of another business associate. The HIPAA Rules generally require that covered entities and business associates enter into contracts with their business associates to ensure that the business associates will appropriately safeguard protected health information.
Researchers at Virginia Tech will primarily encounter a Business Associated Agreement (BAA) if they receive protected health information (PHI) from a covered entity, such as a medical provider, hospital, or healthcare entity. Human subjects data directly gathered by Virginia Tech employees during the course of a research program must be appropriately protected, however it is not automatically covered data, nor is it subject to the HIPAA privacy rule, except under limited circumstances. If researchers at Virginia Tech receive HIPAA covered data from a covered entity under a BAA and need to engage third parties or vendors for processing those data, Virginia Tech must bind the third parties to a BAA that passes the HIPAA data protection requirements to the third party.
How do I get my software sooner?
- Use a software that can be obtained via contract or that has already been approved for university use.
- When submitting your request in ServiceNow be sure to research and answer all questions correctly.
- Ensure all supporting documentation has been attached (i.e. quote, terms and conditions, license agreement, etc.)
- Be timely in responding to all requests for additional information and/or documentation.
Where can I find a summary of the workflow for software review?
- A summary of the review process can be found by clicking here.
Where can I find information on social media accounts?
- Social Media Policy 1030 and additional social media information can be found by clicking here.
If the software I want to purchase is free, does the license agreement still have to be submitted for review via the ServiceNow Software Request Form?
- Yes, in accordance with University Policy 3015, Contract Signature Policy and Procedures 3.6, IT Procurement reviews, obtains Legal Counsel review, and signs all contracts—whether or not money is involved—for computer hardware, software, testing, and maintenance. IT Procurement maintains the original university document of record for all contracts that are processed through their office.
- No, software should not be purchased with a personal credit card and reimbursed with university funds. The proper review process should be followed to help protect both University and the end user. Occasionally a vendor will not accept a purchase order for reviewed and approved software. In these instances, an exception can be made by ITPALS on a case by case basis to utilize a University Purchasing Credit Card (P-Card). Please contact ITPALS at email@example.com if you have any questions.
Can software subscriptions be paid as Direct Payments?
- In accordance with University Policy 3220, Direct Payment Procedures 3.E.5., subscriptions include books, pre-printed materials, reprints, publishers page changes, book subscriptions, book subventions, subscription mailing list (printed or electronic), pre-recorded audio and video cassettes, conference proceedings, slide presentations, tapes, CDs and diskettes, when available only from the publisher or producer. This policy does not apply to software license subscriptions, and such purchases should not be processed via direct pay.
Can you explain the purchasing process and provide guidelines on how to submit a requisition in HokieMart?
- The purchasing process begins with the entry of a requisition into HokieMart at the department level. Please be sure to attach supporting documentation such as the vendor’s quote, license agreement for software requests, sole source form (if applicable), etc. HokieMart’s automated workflow carries the requisition to designated individuals for departmental approval. Following approval, the workflow will encumber funds and will carry the requisition through one of several channels that are appropriate to the dollar value and type of transaction being enacted.
- At the conclusion of the process, the requisition will be converted into a purchase order that will be conveyed to the supplier, and the information related to the purchase will be transmitted from HokieMart into Banner financial records.
- For a more detailed overview of HokieMart please go to https://www.procurement.vt.edu/departments.html.
- Below is the new and revised account information that took effect on July 1, 2017.
Two new account codes were added:
12755 – Cloud Plug-In/Application Services – This includes expenses for cloud computing model in which a third-party provider externally hosts services that provide functional software application services. Some examples include Canvas, EvaluationKit, PeopleAdmin, Piazza, Qualtrics, Tapingo. See account code 15330 for Software Subscriptions – On Site Non-Hosted (stored on VT server).
12756 – Cloud Infrastructure/Platform Services – Include expenses for cloud computing model in which a third-party provider externally hosts services that provide processing, storage, or application development services. Some examples include: Microsoft Azure, Amazon Web Services (AWS), Docker. See account code 15330 for Software Subscriptions – On Site Non-Hosted (stored on VT server).
The following account code had changes in the title and description.
15330 – Software Subscriptions – On-Site Non-Hosted – Include expenses for term limited software stored and run from university machines. Examples include Abacus, Ansys, Mathematica, MATLAB, SAS, SPSS. See accounts codes 12755 and 12756 for Cloud Services – Hosted Office (stored on vendor’s server).