Division of Information Technology

The Electronic Data Processing (EDP) Approval Process (soon to be IT Equipment Purchasing Approval [iEPA])

What is iEPA?

The iEPA process is required for all computer-related (see below) hardware and software purchases made by the campus.  Prior to making a purchase, the iEPA form must be completed and signed by the requestor and forwarded to the DoIT helpdesk in room H-243.

Users are encouraged to contact us prior to any purchase to inquire about standards, contracts, supportabiity, etc. of the desired items.  Typically, we work together to make the process smooth and provide the best overall technical solution.

Software and hardware purchases that are over $10,000 (including projects with multiple stages that each cost less than $10,000) require special approval from the Vice Chancellor’s office at the Board of Regents.   The special approval process is much more involved than the standard iEPA process, requiring more time to process.  Therefore, we recommended that you let us know well in advance of any large scale purchases.

Why do we have to do it?

The IT Computer Purchasing Approval (iEPA) process is required for many reasons:

• To ensure that the computer-related items you purchase are compatible with the standards and support capabilities of the DoIT.
• To avoid the purchase of items that are not compatible with existing DoIT systems.
• To allow our users to benefit from the experience of and research performed by DoIT staff; often we know what products work and which ones don't.
• To allow DoIT to track trends and practices of equipment needs and usage.  This allows us to determine what products might be ready for a site license or to pass on a great new hardware/software find from one department to others with a similar need.
• To help users make informed decisions about their IT-related purchases, such as finding the best price, obtianing maintenance contracts, purchasing from reputable vendors, etc.
• To help ensure that purchases are made from the appropriate state/regioanl/federal contract vendors.
• To track academic vs non-academic IT expenditures for reporting to the Board of Regents and other agencies.
• It is required by the state of Georgia for all state agencies.

In short, the iEPA process exisits to help us all make the best use of resources and to ensure that the items we purchase will sustainably perform their intended functions.

When does it have to be done?

The iEPA process is required for all IT-related purchases or goods and services.  To be more specific, it applies to all computer software, peripherals and services as well as network-related equipment, or any device that may be connected to the campus network.  It does not apply to cables, or blank media, nor to educational/research equipment that will be connected to a workstation but is not considered to be a "peripheral", such as single board computers, microcontrollers, etc. (if the requestor has an expectation that DoIT support will be required in the installation and/or maintenance of that equipment then iEPA approval is required).

•  For P-card purchases, the form must be approved and returned to you prior to your making the purchase.  Also, a copy of the signed iEPA form must be included with your P-Card statement.  In the event that an item is ordered without approval, you may be required to return the item to the vendor, and disciplinary action may result.  So, please remember to follw the iEPA process before making a P-Card purchase!

• For DR-based purchases, the completed iEPA form should be attached to your signed DR form with any quotes and forwarded to the DoIT helpdesk in H-243.  After DoIT approval, the iEPA form and all supporting documents will be forwarded to the Procuement Office for you.  Please note: we must have a signed DR before we can process the iEPA request.  This is to ensure that we are tracking actual IT-related purchases for audit purposes.

Click here for examples of items that require the iEPA process