Technology Purchasing

The Division of IT is responsible for tracking all technology assets purchased with university funds. To ensure accurate inventory and tracking, all computer hardware, software, peripherals or any other equipment that is intended to connect to the University’s wired or wireless network and/or purchased with University funds will require consultation with and approval by IT prior to purchase. All hardware request need to be submitted by an ADA or a member of a department with budget authority.

Department Computer Inventory

ADAs, chairs, and specific staff or faculty specified by them will have access to their department's inventory. We update these inventory files on the first Monday of each month. This help departments keep track of their computers and computer peripherals, understanding what's available and in use. When a new monthly file is uploaded, we'll remove the previous month's file.

Before you order new equipment, please take a moment to check your department's inventory. This way, you can see if there's already a computer or peripheral that can be re-purposed, helping to make the most of what we already have.

Department Inventory Folders

Hardware Purchases

The IT Division supports computer workstations, laptops, tablets, and monitors purchased either from Dell. Standardizing on this manufacturer ensures that we can provide the best support possible at reasonable prices. Any items not purchased through IT are subject to return. Details and specifics for hardware can be found at each of the links below:

• Desktops
• Laptops
• Tablets
• Monitors

• Peripherals

For consultations on hardware purchases please contact GBIT.

Software Purchases

University-owned computers come with several software applications pre-installed, including the Microsoft Office Suite. Other products are available to be installed upon appropriate request or through IT’s Software Center.

Other software purchases can be made with prior approval from IT. Some items to consider and information to gather prior contacting IT for purchase approval:

• Data and security compliance
  • Does the software track and store data? If so, where will it be stored?
  • What is the data privacy, protection, storage, and backup policies?
• Access / Login
  • Does the software request registration requirements?
  • Is there need for accounts to be created to login?
• Integration requirements or data import/export with any enterprise applications
  • Will there be a need for the software to consume already existing data from other system? If so, what systems?
• What are the terms and conditions and/or software agreement details for the software?
  • Formal quotes and/or contract details
  • Other vendor supplied information such as normal implementation timelines or other vendor requirements of UW-Green Bay IT

For software purchase consultations or reviews please complete an IT Project Request.

Cloud Application or Service Purchases

A “cloud” application or service (Sometimes referred to as Software as a Service or SaaS, or Platform as a Service or PaaS, is hosted and managed outside of the organization and delivered over the Internet vs. being hosted and managed on/by internal organization resources. This can provide both benefits and/or challenges depending on the situation. In an effort to confirm compliance with Universities of Wisconsin Administration policy, ensure proper evaluation and prioritization of requests, and ensure solution supportability, all new cloud application requests should be entered as an IT Project Request to start an IT and security assessment. The length of the assessment process will vary based on a variety of factors including vendor responsiveness, information provided, complexity, current request backlog, etc. Examples of areas IT will review are included below along with some general items to consider for cloud-based applications and services

• Data and security compliance
  • Electronic payments, PCI compliance
  • Data privacy, protection, storage, and backup policies
    • Particular focus on high-risk data (financial data, personally identifiable information, etc.)
  • Data breach policy and procedures
• Access, login and registration requirements including Single Sign On (SSO) and/or Multi Factor Authentication (MFA)
• Integration requirements or data import/export with any enterprise applications
• Support and SLA details 
• Local UWGB infrastructure compliance if applicable
• Terms and Conditions details
• Software Agreement details
• Formal quotes and/or contract details

• Other vendor supplied information such as normal implementation timelines or other vendor requirements of UW-Green Bay IT

Common documentation used to review cloud applications include: 

• Purchase contracts/quote
• HECVAT (Higher Education Community Vendor Assessment Toolkit)
  • This is a questionnaire developed specifically for higher education institutions to measure vendor risk. Having a prospective vendor provide a completed HECVAT document will greatly simplify the evaluation from a security perspective. If the vendor in question regularly deals with higher education institutions they will likely already have the form filled out. IT will always ask for a copy of this document, including it in a request will reduce time for review
• Software Agreement
• Terms and Conditions
• PCI DDS (Payment Card Industry Data Security Standard) documentation if applicable
• SOC2 report (or other similar security/compliance/privacy reports/policies, architectural diagrams, or vulnerability assessments
• VPAT (Voluntary Product Accessibility Template)
  • This is a document explaining how information and communication technology products (software, hardware, electronic content, support documentation) meet government standards for IT accessibility. If unavailable the vendor/requestor should explain how the product or service meets disability access and use requirements
• Vendor supplied documentation including
  • Single Sign On (SSO) capabilities and/or setup process
  • Integration requirements
  • Proposed or generic implementation schedule/steps
  • Other solution specific procedures

For cloud application/service purchase consultations or reviews please complete an IT Project Request.

Hardware Purchasing Standards

The prices below are the current estimates and are subject to change. ll Windows desktops and laptops come with 3-year warranties. iPads can be purchased with AppleCare. Please note, the desktop that is purchased may be charged a User Support Fee.

Desktops

4-5-year-old computers with monitors are reused for qualified student workers, Adjuncts, rentals, etc. Rentals are $45/month and include monitors. Purchase price is $200 with a one-year life cycle.

If you are looking to order a Mac please follow this Purchase link and select Mac/iPad. 

Laptops

Laptops no longer include a carrying case. We may have some used cases available; contact the IT Service Desk to inquire. We can also order a Dell carrying case for $25. Please note, the laptop that is purchased may be charged a User Support Fee.

*Docking station is required for dual monitors support. It comes with a power adapter so one can be left at your desk all the time. Docking stations are highly recommended when the laptop is your primary computer and you plan to hook it up to a monitor.  

If you are looking to order a Mac please follow this Purchase link and select Mac/iPad. 

Tablets

iPads must be purchased through IT. We can only manage them if we purchase through Apple. 2 year AppleCare is applied to iPads over $1000. Prices last verified 3/4/2025. There is a $8 User Support Fee for all iPads.

Purchase

Monitors

We often have used HP 19" monitors available for $30 each. (Adapters may be needed and can cost up to $30)
We now offer a Dell 22", 24", 27" and 32" monitors with USB-C. It can transfer both power and video over a single USB-C cable to our newest Dell laptops and MacBooks, and it can daisy chain a second monitor for Windows computers. This can potentially eliminate the need for docking stations in some cases (the new 24" Dell monitors have a built in ethernet port), or be an alternative to buying a second power adapter to just leave on your desk.

Peripherals

Keyboards and Mice

IT will provide basic wired keyboards and mice for Windows desktops; anything wireless or Bluetooth will need to be purchased through your department. Departments need to purchase these items using a P-card.

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