Software Acquisition

Effective March 1, 2021 

In conjunction with the new Software Acquisition form (IT100) developed by Information Technology Services (ITS) and the Digital and Resource & Content Committee (DRC), there will be a new attachment requirement for requisitions for LSU A&M (Company 10 – LSUAM) for the following spend categories for non-competitive purchases: 

• SC0246 – Digital Books 
• SC0247 – Digital Periodicals 
• SC0414 – Online Subscriptions 
• SC0020 – Software Subscriptions and Licenses 

A copy of the approved IT100 form must be attached to the requisition. It will be the responsibility of the Cost Center Manager (CCM) to ensure the appropriate IT100 form is attached to the requisition, prior to CCM approval. There will be CCM Workday help text, with a reminder of this requirement. The requestor and the CCM should also ensure that the item and term listed on the IT100 match the item and term being requisitioned. For example, if the quote and requisition indicate a 3 year contract for software XXX, the IT100 must also state 3 years as the total length of the contract for the purchase. If the CCM notices that the attached form is not correct, the CCM should either attach the correct form or send back the requisition prior to approving. 

The attachment file name of the approved IT100 must include “IT100” (with no spaces). There will be a Workday validation which will prevent requisition submittal without an attachment with the keyword “IT100.” 

If the purchase requires a competitive process (the RFQ required box is checked), the IT100 form will not be required. The solicitation document will include language to address LSU data security and accessibility requirements. 

If the approved IT100 states approval is for a multi-year software purchase, a new IT100 will not be needed for subsequent years of the approved multi year term. The appropriate process for renewals in subsequent years would be: 

1. Non-Catalog Requisition/Purchase Order 
   1. A Change Order to the initial Purchase Order to add an additional line item for the next year’s renewal with corresponding quote/invoice attached to the Change Order request. Do not submit a new Non-Catalog Requisition for renewal years. 
2. Supplier Catalog Requisition/Purchase Order (Punch Out Order) 
   1. A new Supplier Catalog Requisition will be needed for the next year’s renewal. The previously approved IT100 with multi-year approval and the next year’s renewal quote must be attached to the requisition.

Term Contracts

For all term contract with renewal options, Procurement Services will contact the Supplier (via Adobe Sign) requesting renewal. Upon the Suppliers acceptance or rejection, the Procurement Buyer and Department Contact will be notified via Adobe Sign email. Supplier acceptance of renewal via Adobe Sign does not guarantee contract renewal; it is upon mutual acceptance by the Department, using the term contract process instructions.

*Note: there will be no PUR105 for these types of contracts

For all term contract with no renewal options, the department must promptly review, complete and return the PUR105 in accordance with the process instructions listed below.

Failure to return this form with a requisition by April 30, 2021 may result in a contract lapse for your department’s continuing term contract needs.

FY2021 Requisition Deadlines

The FY2021 deadlines have been posted to our website under Memos. These deadlines are established to promote the timely processing and receipt of goods and services. Based on both State of Louisiana and LSU Procurement Services requirements – the deadlines apply to all purchases to be paid with FY21 state funds, as well as any sponsored program, restricted auxiliary, or other accounts/funds expiring June 30, 2021.

Goods and services must be received and/or rendered by Tuesday, June 30th. Departments must aggressively track their FY21 purchasing transactions and perform timely follow-up and expediting activities with suppliers as may be required. Departments must take into consideration the supplier’s quoted delivery times when submitting orders for processing.

All remaining FY21 requisitions, complete in all respects and ready for processing, are to be submitted to Procurement Services as soon as possible and no later than the deadlines posted in the memo below.

Procurement Roundtable 

Thank you to all that attended the Procurement Roundtable this month. All presentations, recordings and resources are posted to the Procurement website and are now accessible at the link below. 

Next Meeting

The next Roundtable will be May 11, 2021 at 2:00p.m. 

Training Sessions

Procurement offers a variety of training courses for departments throughout the year. All trainings are posted on LSU's Training and Event portal. 

We acknowledge all of our professionals who make a difference in procurement efficiency and effectiveness.