<div dir="ltr"><div class="gmail_quote gmail_quote_container"><div dir="ltr"><div><span style="background-color:transparent;color:rgb(0,0,0);white-space:pre-wrap;font-family:arial,sans-serif">Dear Campus Community,</span></div><div><span id="m_-8683618837816738876gmail-docs-internal-guid-101bbc77-7fff-c868-dea2-91c5265f868c"><font face="arial, sans-serif"><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">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></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">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></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">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></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Following the required process helps prevent duplicate purchases, data-security risks, unauthorized commitments, and delays in issuing a purchase order.</span></p><h3 dir="ltr" style="line-height:1.38;margin-top:14pt;margin-bottom:4pt"><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Before You Buy</span></h3><ol style="margin-top:0px;margin-bottom:0px"><li dir="ltr" style="list-style-type:decimal;color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:10pt" role="presentation"><span style="background-color:transparent;font-weight:700;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Check for an existing solution.</span><span style="background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"> Review the </span><a href="https://its.ucr.edu/faculty-staff-software" style="text-decoration:none" target="_blank"><span style="background-color:transparent;font-variant:normal;text-decoration:underline;vertical-align:baseline;white-space:pre-wrap">ITS Software Catalog</span></a><span style="background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"> and existing campus or UC agreements for an approved site license, enterprise agreement, or previously vetted option.</span></p></li><li dir="ltr" style="list-style-type:decimal;color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:10pt" role="presentation"><span style="background-color:transparent;font-weight:700;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Complete any required ITS review.</span><span style="background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"> 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" style="text-decoration:none" target="_blank"><span style="background-color:transparent;font-variant:normal;text-decoration:underline;vertical-align:baseline;white-space:pre-wrap">ITS Software Request/VRA Intake</span></a><span style="background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"> as early as possible. Any required VRA must be completed and approved before a purchase order can be issued.</span></p></li><li dir="ltr" style="list-style-type:decimal;color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:10pt" role="presentation"><span style="background-color:transparent;font-weight:700;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Route the purchase through Procurement Services.</span><span style="background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"> Software, SaaS, and cloud or storage services must be submitted through Oracle Procurement, regardless of dollar amount. </span></p></li><li dir="ltr" style="list-style-type:decimal;color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:10pt" role="presentation"><span style="background-color:transparent;font-weight:700;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Do not use a workaround.</span><span style="background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"> A Procurement Card (PCard), personal funds, or another payment method may not be used to bypass required Procurement and ITS review.</span></p></li><li dir="ltr" style="list-style-type:decimal;color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:10pt" role="presentation"><span style="background-color:transparent;font-weight:700;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Use the correct coding.</span><span style="background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"> Select the appropriate </span><a href="https://docs.google.com/spreadsheets/d/1cvwoqkp5fceEK51vOjqy___fXjMBmcQ9zlXvLxovyXE/edit?usp=sharing" style="text-decoration:none" target="_blank"><span style="background-color:transparent;font-variant:normal;text-decoration:underline;vertical-align:baseline;white-space:pre-wrap">Oracle Purchasing Category</span></a><span style="background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"> for the software or technology purchase. </span></p></li></ol><p dir="ltr" style="line-height:1.38;margin-left:36pt;margin-top:12pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Commonly used software/technology purchasing categories:</span></p><ul style="margin-top:0px;margin-bottom:0px"><li dir="ltr" style="list-style-type:disc;color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap;margin-left:36pt"><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:0pt" role="presentation"><span style="background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Cmpt Hardware Maint License [546050]</span></p></li><li dir="ltr" style="list-style-type:disc;color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap;margin-left:36pt"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" role="presentation"><span style="background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Cmpt ProgramSys Dev Non Cap [546000]</span></p></li><li dir="ltr" style="list-style-type:disc;color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap;margin-left:36pt"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:0pt" role="presentation"><span style="background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Cmpt Software Maint License [546020]</span></p></li><li dir="ltr" style="list-style-type:disc;color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap;margin-left:36pt"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:12pt" role="presentation"><span style="background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Cmpt Software Non Inventory [546010]</span></p></li></ul><p dir="ltr" style="line-height:1.38;margin-left:36pt;margin-top:12pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-weight:700;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Reminder:</span><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"> For complex, multi-year, or multi-payment software purchases, request and attach a pro forma invoice from the supplier.</span></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">School of Medicine departments should follow the </span><a href="https://somit.ucr.edu/it-procurement" style="text-decoration:none" target="_blank"><span style="background-color:transparent;font-variant:normal;text-decoration:underline;vertical-align:baseline;white-space:pre-wrap">School of Medicine IT Procurement</span></a><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"> process.</span></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">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></p><h3 dir="ltr" style="line-height:1.38;margin-top:14pt;margin-bottom:4pt"><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Additional Resources</span></h3><ul style="margin-top:0px;margin-bottom:0px"><li dir="ltr" style="list-style-type:disc;color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:0pt" role="presentation"><a href="https://procurement.ucr.edu/ptp/specific-purchases#software" style="text-decoration:none" target="_blank"><span style="background-color:transparent;font-variant:normal;text-decoration:underline;vertical-align:baseline;white-space:pre-wrap">Software Purchasing Guidance</span></a></p></li><li dir="ltr" style="list-style-type:disc;color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"><p dir="ltr" style="line-height:1.38;margin-top:0pt;margin-bottom:12pt" role="presentation"><a href="https://youtu.be/DdFzuPVUZfA?si=qLuRYBqrS2_FhlQc&t=1350" style="text-decoration:none" target="_blank"><span style="background-color:transparent;font-variant:normal;text-decoration:underline;vertical-align:baseline;white-space:pre-wrap">Recorded Session 4: Purchase Orders & Software — VRA Overview</span></a></p></li></ul><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Thank you for engaging Procurement Services and ITS early and helping protect UCR’s systems and data.</span></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Sincerely,</span></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-weight:700;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Jeremy Meadows</span><span style="color:rgb(0,0,0);background-color:transparent;font-weight:700;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"><br></span><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Chief Procurement Officer | Procurement Services</span><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"><br></span><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">University of California, Riverside</span></p><p dir="ltr" style="line-height:1.38;margin-top:12pt;margin-bottom:12pt"><span style="color:rgb(0,0,0);background-color:transparent;font-weight:700;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Dewight F. Kramer </span><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"><br></span><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">Chief Information Security Officer | Information Technology Solutions</span><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap"><br></span><span style="color:rgb(0,0,0);background-color:transparent;font-variant:normal;vertical-align:baseline;white-space:pre-wrap">University of California, Riverside</span></p></font></span></div><div><div dir="ltr" class="gmail_signature" data-smartmail="gmail_signature"><div dir="ltr"><p class="MsoNormal" style="margin-bottom:3pt;color:rgb(34,34,34)"><span style="font-family:Arial,sans-serif"><img width="141" height="43" src="cid:ii_1a03b3002135b16b21" alt="ucr-logo-email" style="width:1.4722in;height:0.4513in"></span></p></div></div></div></div>
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