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--></style></head><body lang="EN-US" link="blue" vlink="purple" style="word-wrap:break-word"><div class="WordSection1"><p class="MsoNormal" style="margin-bottom:8.0pt;line-height:115%"><span style="font-size:14.0pt;line-height:115%;font-family:"Calibri",sans-serif">Hello All</span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d">I’m not sure if everyone received or took notice of the email (BELOW) from Asirra on Tuesday the 22nd with the subject line <b>“Software, SaaS & Cloud Purchases.”</b> I wanted to highlight the key points, as these requirements will affect how we handle software and related purchases going forward.</span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d"> </span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d">Effective immediately, <b>any type or form of software that is purchased must be processed through the Oracle purchasing system.</b> We can no longer use the ProCard for these purchases, nor can we reimburse individuals for purchases made in this category. All software-related purchases must go through <b>Campus Procurement and ITS</b> for review, vetting, and approval.</span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d"> </span></p><p class="MsoNormal" style="background:white"><b><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d">What you need to do</span></b></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d">Before a requisition can be created, you will need to work directly with ITS to obtain the required approval. Please start by using the following ITS request form <a href="https://ucrsupport.service-now.com/ucr_portal?id=sc_cat_item&sys_id=c0ecbe881ba7b300c675dac9bc4bcb6b"><span style="color:#467886">Information Security Consultation</span></a></span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d"> </span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d">When completing the request, use the dropdown menu to elect <b>“Software or Vendor Risk Assessment,” </b>Because ITS will require specific information about the software, vendor, and intended use, <b>the requester will need to work directly with ITS to provide the necessary information and obtain approval.</b></span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d"> </span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d">Once ITS approval has been obtained, you can reach out to <b>Gian or me,</b> and we can assist with creating and processing the requisition through Oracle using the approval from ITS.</span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d"> </span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d"> </span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d">I also confirmed that these requirements are fairly broad and may include <b>website hosting, data hosting, SaaS services, and similar services</b>—essentially, anything that falls within the software, SaaS, or cloud services category.</span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d"> </span></p><p class="MsoNormal" style="background:white"><span style="font-size:14.0pt;font-family:"Calibri",sans-serif;color:#0d0d0d">Please keep this process in mind before making any software or related purchases. <b>Do not make the purchase personally with the expectation of reimbursement.</b></span></p><p class="MsoNormal" style="background:white"><span style="font-family:"Segoe UI",sans-serif;color:#0d0d0d"> </span></p><p class="MsoNormal"><span style="font-family:"Segoe UI",sans-serif;color:#0d0d0d">Thank you.</span></p><p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><i><span style="font-size:10.0pt;font-family:"Comic Sans MS";color:black">Bill Sutton</span></i></p><p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><i><span style="font-size:10.0pt;font-family:"Comic Sans MS";color:black">Procurement Supervisor 2</span></i></p><p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><i><span style="font-size:10.0pt;font-family:"Comic Sans MS";color:black">University California Riverside</span></i></p><p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><i><span style="font-size:10.0pt;font-family:"Comic Sans MS";color:black">170 Entomology</span></i></p><p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><i><span style="font-size:10.0pt;font-family:"Comic Sans MS";color:black">Riverside, CA 92521</span></i></p><p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><i><span style="font-size:10.0pt;font-family:"Comic Sans MS";color:black">Phone: 951-827-5704</span></i></p><p class="MsoNormal" style="mso-margin-top-alt:auto;mso-margin-bottom-alt:auto"><i><span style="font-size:10.0pt;font-family:"Comic Sans MS";color:black">Fax: 951-827-3086</span></i></p><p class="MsoNormal"> </p><p class="MsoNormal" style="background:white"><span style="font-family:"Segoe UI",sans-serif;color:#0d0d0d"> </span></p><p class="MsoNormal"> </p><p class="MsoNormal"> </p><div style="border:none;border-top:solid #e1e1e1 1.0pt;padding:3.0pt 0in 0in 0in"><p class="MsoNormal"><b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif">From:</span></b><span style="font-size:11.0pt;font-family:"Calibri",sans-serif"> Oraclefinancials-depttransactors <<a href="mailto:oraclefinancials-depttransactors-bounces@lists.ucr.edu">oraclefinancials-depttransactors-bounces@lists.ucr.edu</a>> <b>On Behalf Of </b>Asirra Suguitan via Oraclefinancials-depttransactors<br><b>Sent:</b> Tuesday, August 25, 2026 4:11 PM<br><b>To:</b> <a href="mailto:oraclefinancials-depttransactors@lists.ucr.edu">oraclefinancials-depttransactors@lists.ucr.edu</a><br><b>Cc:</b> bfsfinance bfsfinance <<a href="mailto:bfsfinance@ucr.edu">bfsfinance@ucr.edu</a>>; Dewight F. Kramer <<a href="mailto:dewightk@ucr.edu">dewightk@ucr.edu</a>><br><b>Subject:</b> [Oraclefinancials-depttransactors] Software, SaaS & Cloud Purchases: Use the Approved Process</span></p></div><p class="MsoNormal"> </p><p class="MsoNormal"><span style="font-family:"Arial",sans-serif;color:black">Dear Campus Community,</span></p><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:0in"><span style="font-family:"Arial",sans-serif;color:black">Before purchasing software, Software-as-a-Service (SaaS), cloud services, cloud storage, subscriptions, or other technology, departments must follow the approved Procurement and ITS review process.</span><span style="font-family:"Arial",sans-serif"></span></p><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:0in"><span style="font-family:"Arial",sans-serif;color:black">Procurement Services is experiencing an increase in software and technology requisitions that must be returned because the required ITS security review has not been completed. To help avoid delays, departments should determine whether a Vendor Risk Assessment (VRA) is required before submitting an Oracle requisition for technology that may access UCR data or connect to the UCR network.</span><span style="font-family:"Arial",sans-serif"></span></p><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:0in"><span style="font-family:"Arial",sans-serif;color:black">A VRA is UCR’s due-diligence process for evaluating the security, privacy, and operational risks associated with third-party software, services, and hardware. The review helps ensure that vendors handling UCR institutional data or connecting to the UCR network meet UC information security requirements.</span><span style="font-family:"Arial",sans-serif"></span></p><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:0in"><span style="font-family:"Arial",sans-serif;color:black">Following the required process helps prevent duplicate purchases, data-security risks, unauthorized commitments, and delays in issuing a purchase order.</span><span style="font-family:"Arial",sans-serif"></span></p><h3 style="margin-right:0in;margin-bottom:4.0pt;margin-left:0in"><span style="font-family:"Arial",sans-serif;color:black">Before You Buy</span><span style="font-family:"Arial",sans-serif"></span></h3><ol style="margin-top:0in" start="1" type="1"><li class="MsoNormal" style="color:black;margin-top:12.0pt;margin-bottom:10.0pt;vertical-align:baseline;white-space:pre-wrap"><b><span style="font-family:"Arial",sans-serif">Check for an existing solution.</span></b><span style="font-family:"Arial",sans-serif"> Review the </span><a href="https://its.ucr.edu/faculty-staff-software" target="_blank"><span style="font-family:"Arial",sans-serif">ITS Software Catalog</span></a><span style="font-family:"Arial",sans-serif"> and existing campus or UC agreements for an approved site license, enterprise agreement, or previously vetted option.</span></li><li class="MsoNormal" style="color:black;margin-bottom:10.0pt;vertical-align:baseline;white-space:pre-wrap"><b><span style="font-family:"Arial",sans-serif">Complete any required ITS review.</span></b><span style="font-family:"Arial",sans-serif"> If the product or supplier is not listed, submit an </span><a href="https://ucrsupport.service-now.com/ucr_portal?id=sc_cat_item&sys_id=c0ecbe881ba7b300c675dac9bc4bcb6b" target="_blank"><span style="font-family:"Arial",sans-serif">ITS Software Request/VRA Intake</span></a><span style="font-family:"Arial",sans-serif"> as early as possible. Any required VRA must be completed and approved before a purchase order can be issued.</span></li><li class="MsoNormal" style="color:black;margin-bottom:10.0pt;vertical-align:baseline;white-space:pre-wrap"><b><span style="font-family:"Arial",sans-serif">Route the purchase through Procurement Services.</span></b><span style="font-family:"Arial",sans-serif"> Software, SaaS, and cloud or storage services must be submitted through Oracle Procurement, regardless of dollar amount. </span></li><li class="MsoNormal" style="color:black;margin-bottom:10.0pt;vertical-align:baseline;white-space:pre-wrap"><b><span style="font-family:"Arial",sans-serif">Do not use a workaround.</span></b><span style="font-family:"Arial",sans-serif"> A Procurement Card (PCard), personal funds, or another payment method may not be used to bypass required Procurement and ITS review.</span></li><li class="MsoNormal" style="color:black;margin-top:12.0pt;margin-bottom:10.0pt;vertical-align:baseline;white-space:pre-wrap"><b><span style="font-family:"Arial",sans-serif">Use the correct coding.</span></b><span style="font-family:"Arial",sans-serif"> Select the appropriate </span><a href="https://docs.google.com/spreadsheets/d/1cvwoqkp5fceEK51vOjqy___fXjMBmcQ9zlXvLxovyXE/edit?usp=sharing" target="_blank"><span style="font-family:"Arial",sans-serif">Oracle Purchasing Category</span></a><span style="font-family:"Arial",sans-serif"> for the software or technology purchase. </span></li></ol><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:.5in"><span style="font-family:"Arial",sans-serif;color:black">Commonly used software/technology purchasing categories:</span><span style="font-family:"Arial",sans-serif"></span></p><p style="margin-right:0in;margin-bottom:0in;margin-left:1.0in;vertical-align:baseline"><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman""> </span></span></span><span style="font-family:"Arial",sans-serif;color:black">Cmpt Hardware Maint License [546050]</span></p><p style="margin-right:0in;margin-bottom:0in;margin-left:1.0in;vertical-align:baseline"><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman""> </span></span></span><span style="font-family:"Arial",sans-serif;color:black">Cmpt ProgramSys Dev Non Cap [546000]</span></p><p style="margin-right:0in;margin-bottom:0in;margin-left:1.0in;vertical-align:baseline"><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman""> </span></span></span><span style="font-family:"Arial",sans-serif;color:black">Cmpt Software Maint License [546020]</span></p><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:1.0in;vertical-align:baseline"><span style="font-size:10.0pt;font-family:Symbol;color:black"><span style="mso-list:Ignore">·<span style="font:7.0pt "Times New Roman""> </span></span></span><span style="font-family:"Arial",sans-serif;color:black">Cmpt Software Non Inventory [546010]</span></p><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:.5in"><b><span style="font-family:"Arial",sans-serif;color:black">Reminder:</span></b><span style="font-family:"Arial",sans-serif;color:black"> For complex, multi-year, or multi-payment software purchases, request and attach a pro forma invoice from the supplier.</span><span style="font-family:"Arial",sans-serif"></span></p><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:0in"><span style="font-family:"Arial",sans-serif;color:black">School of Medicine departments should follow the </span><a href="https://somit.ucr.edu/it-procurement" target="_blank"><span style="font-family:"Arial",sans-serif">School of Medicine IT Procurement</span></a><span style="font-family:"Arial",sans-serif;color:black"> process.</span><span style="font-family:"Arial",sans-serif"></span></p><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:0in"><span style="font-family:"Arial",sans-serif;color:black">Do not assume a product is approved because another department or UC location uses it. Renewals may also require reevaluation based on applicable security, privacy, and risk requirements.</span><span style="font-family:"Arial",sans-serif"></span></p><h3 style="margin-right:0in;margin-bottom:4.0pt;margin-left:0in"><span style="font-family:"Arial",sans-serif;color:black">Additional Resources</span><span style="font-family:"Arial",sans-serif"></span></h3><ul style="margin-top:0in" type="disc"><li class="MsoNormal" style="color:black;margin-top:12.0pt;vertical-align:baseline;white-space:pre-wrap"><a href="https://procurement.ucr.edu/ptp/specific-purchases#software" target="_blank"><span style="font-family:"Arial",sans-serif">Software Purchasing Guidance</span></a><span style="font-family:"Arial",sans-serif"></span></li><li class="MsoNormal" style="color:black;margin-bottom:12.0pt;vertical-align:baseline;white-space:pre-wrap"><a href="https://youtu.be/DdFzuPVUZfA?si=qLuRYBqrS2_FhlQc&t=1350" target="_blank"><span style="font-family:"Arial",sans-serif">Recorded Session 4: Purchase Orders & Software — VRA Overview</span></a><span style="font-family:"Arial",sans-serif"></span></li></ul><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:0in"><span style="font-family:"Arial",sans-serif;color:black">Thank you for engaging Procurement Services and ITS early and helping protect UCR’s systems and data.</span><span style="font-family:"Arial",sans-serif"></span></p><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:0in"><span style="font-family:"Arial",sans-serif;color:black">Sincerely,</span><span style="font-family:"Arial",sans-serif"></span></p><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:0in"><b><span style="font-family:"Arial",sans-serif;color:black">Jeremy Meadows<br></span></b><span style="font-family:"Arial",sans-serif;color:black">Chief Procurement Officer | Procurement Services<br>University of California, Riverside</span><span style="font-family:"Arial",sans-serif"></span></p><p style="margin-right:0in;margin-bottom:12.0pt;margin-left:0in"><b><span style="font-family:"Arial",sans-serif;color:black">Dewight F. Kramer </span></b><span style="font-family:"Arial",sans-serif;color:black"><br>Chief Information Security Officer | Information Technology Solutions<br>University of California, Riverside</span><span style="font-family:"Arial",sans-serif"></span></p><p class="MsoNormal" style="margin-bottom:3.0pt"><span style="font-family:"Arial",sans-serif;color:#222222"><img border="0" width="141" height="43" style="width:1.4687in;height:.4479in" id="Picture_x0020_1" src="cid:ii_1a03b3002135b16b21" alt="ucr-logo-email"></span><span style="color:#222222"></span></p></div></body></html>