Building partnerships through collaboration.
Purchasing Software
Learn more about the pre-approval process for technology accessed via a web browser, or vendor hosted cloud services and subscriptions. This includes e-learning platforms, online testing, assessments, proctoring, enterprise-wide solutions, and any student or public-facing technology. UB also has some university-wide licenses that are available for departments at no charge or for a nominal fee.
On this page:
Web-based Services and Software Solutions 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 Electronic and Information Technology (EIT) 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, financial mangement, accessibility, and the Chief Information Office prior to the purchase occurring to ensure the applications are compatible with university policies, state and federal guidelines.
Process Goals
The goal of this process is to incorporate review and approval by the Office of Equity, Diversity and Inclusion (EDI), Financial Management and the Vice President Chief Information Office (VPCIO) prior to the purchase. The end result of the review process is to provide a recommendation or approval regarding the purchase of the software, service or application.
Applies To
- Web-based services (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
- Any service or software accessed by students or the public via UB or third party webpages
- Any software or service that collects payments or requires PCI compliance (credit card use)
- Any software or service that contains or exchanges Personal Identifiers (PID) or 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.
Does Not Apply To
- Hardware drivers only (such as printer drivers or utilities)
- Individual or single department use desktop or web-based software (i.e. Adobe Suites)
- UB licensed software available through the VPCIO office
Data Security Importance
Ensuring that UB 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 and the public with disabilities may not be able to access the required tool
- Violation of UB Electronic and Information Technology (EIT) 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 UB's rules for conducting financial transactions
Process Steps
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 Web-based Services and 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 Web-based Services and Software Over $50,000 Pre-Purchase Form and complete all information requested within.
2. Email the completed form to the software buyer, Nina Anders.
3. The buyer will review the information, provide guidance on the next steps, and schedule a meeting with the necessary UB staff if required.
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 Web-based Services and Software Under $50,000
The steps below must be completed prior to submitting an eReq:
- Ensure Purchasing guidelines have first been met regarding threshold requirements, additional quotes and justification.
- Download the Web-based Services and Software Under $50,000 Pre-Purchase Form and follow the instructions contained within for each step.
- Once all steps of the questionnaire are completed and all necessary approvals have been received, attach all applicable forms to a requisition 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
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), contact UBIT 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 #4400871814 is valid until 11/01/2023. 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
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.
