SME Assessment

Hardware

• What does the product do/what is the purpose?  Is there a tool available on campus that can address the need?
• Is this product requested/utilized by another department on campus?  If so, consider bulk purchase.
• Ensure accessibility is addressed
• Ensure security is addressed 

Networking Gear

•  How does the end user use this networking gear and what is the purpose of it?
• Can this purchase can be avoiding by installing new data jack to this location?
• Can this purchase be avoiding by utilizing campus network infrastructure?
• Is this networking gear fall into campus network infrastructure vendor standard?
• What kind of support and maintenance of this networking gear?

Servers

• Is this a physical server or a virtual server?
• What specification required (Memory, CPU, Storage)?
• Is this a production or development/test server?
• Is there a need for a high availability (two servers minimum)?
• Is this for a state or non-state department
• Any backup requirement
• What level of data the server will host (level 1, 2 or 3 )

Server Operating System Software

• What is the OS type and version?
• Any SQL or database requirement?

Server Application Software

• What is your intended purpose of the purchase?
• What type of data do you plan to store on the server?
• Where do you plan to have the server hosted at?
• Who will administer the database server?
• Who will have access to the data stored on the server?

Network Printer / Copier

• Is this request to replace obsolete, damaged or broken printer past the feasible point of repair?
• Is there a printer/copier in an office nearby that could be used?
• How many individuals will have access to this unit?
• Estimated numbers of copies/print will be made per month; this to determine if the speed of the unit appropriate (too big or too small).
• Is a maintenance contract being requested and budgeted for?

Audio Visual

• What is the end user’s intended purpose of the purchase? (meetings, portable, fixed install, etc.)
• Will the purchase meet those needs? (sometimes a bright projector is needed but go for a lower end model)
• Will it be compatible with existing setups? (analog vs digital)
• Is the manufacturer part of the standards used on campus (Extron, Epson, Panasonic, Samsung, JBL for example)?
• Will the A/V support team be able to provide support after the purchase is made?
• Is the end user buying from a contracted vendor or an online retailer? (Our contracted vendors provide discounts on some products and extended warranties)

Digital Camera / Video Camera

• How is the end user using it?  What purpose?
  • i.e. Basic training and documentation; web; broadcast TV/high-end/professional video production
  • Various applications and needs based on intended use
• Budget and cost allocation
• Accessory cost for completion of piece (editing software, lenses, etc.)
• Support & maintenance

Desktop Software

• Who will be using the software?
• Will data be stored anywhere other than the end-user’s machine?
• Does the campus have an enterprise license agreement already in place?
• Does the campus already own a comparable software product and can offer free of charge?
• Ensure accessibility is addressed

Cloud-based Software or Services

•  What is your intended purpose of the purchase?
• What type of data do you plan to store in the Cloud?
• Get and review a copy of vendor’s Cloud Security Alliance CAIQ questions
• Work with vendor and fill out Security Data Requirements Checklist
• Include proper Supplemental contract language based on vendor’s response

 IT Consulting / Professional Services

• Review the statement of work (SOW)
• Ensure the deliverables are clearly stated and are exactly what the buyer needs
• Ensure the security concerns are assessed
• Evaluate if there are existing MEAs for similar services
• Evaluate if the task can be accomplished by CSUF resources

VPATs

• Review VPAT to ensure it is comprehensive
• Look up product to ensure VPAT is correct/appropriate
• Consider accessibility from perspective of each user/all user types (i.e. students, faculty, staff, general public)

Contractual, terms and conditions

• Review software agreements to ensure terms and conditions are acceptable. Other areas looked at:
• Risk to the University
• Privacy information
• Vendor ability to audit our servers
• Limitation of liability
• Indemnification
• Governance location (if vendor is outside of the US, they have different regulations)

IT Purchasing Administration

• Monitors Service Now to ensure requests are moving through the queue
• Follows up with SMEs if a request is “taking too long”
• Manages dl-itpurchasing and provides guidance, training as needed
• Maintains VPAT Repository