ICT Procurement Request ServiceNow

The ServiceNow ICT Procurement Approval Request subsystem is the replacement for form 4801, which, for reasons of being a paper form, lacked accounting transparency and performance.  It can be accessed through logging into https://my.calstatela.edu using your campus ID and password.

1) In the left navigation, column, click on ServiceNow.

Left Menu navigation selection

2) In ServiceNow's left navigation column, click on Catalog.

Left menu navigation selection within ServiceNOW

3) in the resulting menu, click on Accessibility.   Like the 4801, this form handles accessibility, infrastructure, and security (when applicable).   So, do not think of it an only an accessibility form.

Select "Accessibility" for ICT Procurement Request

4) Click on ICT Procurement Approval Request.

Launch ICT Procurement Approval Request

5) All fields marked with an asterisk (*) are required fields. Your name will automatically be filled in on the first field.  You may or may not be the requestor, which could be your department's resource manager or designee or the actual end-user.  If not the end-user, mentioning him/her/group further down in "More Information" will be useful.

Note:  Some fields are pull-downs where answering "yes" may prompt filling-in another hidden field below them.  Some fields (such as Department or ITC Name) are look-up.

Requestor Information section

6) Fill in as much information about the vendor as you have.  If a filed is unknown, "unknown" is the answer.   However, some sort of contact information must be provided.

Vendor information section

6) Fill in as much information about the product as you have.  If a field is unknown, "unknown" is the answer.   The planned method of payment is either P.O. or PCard.  UAS purchases are essentially P.O.s; if so, provide the UAS purchase information in "More Information."

Product information section

7) Give the life cycle and terms and usage of this product.  Attach the P.O., quote, or invoice; these can be forwarded to Procurement later, but processing cannot commence without them.

particulars about the product

8) The impact is next.   This gives all three assessment areas addressed in this form an idea of the scope involved in purchasing the product.

Product use and impact section

9) The infrastructure is next.   Is the product compatible with the campus networks, operating systems, and other standards as well as product installation and maintenance.

infrastructure section

10) Accessibility is next.  Albeit you can attach a VPAT, the preferred method is to have it pre-assessed by the Accessibility Reviewer.  For products posing accessibility problems, An Equally Effective Alternative Action Plan (EEAAP) may have to be written and approved.

Alt text to be inserted

 

11) Information Security is last.  Above "Indicate whether this product handles sensitive data" if answered yes will produce more fields to fill.

 

 

sensitive information pre-information section

12) Assuming everything is correct, click Submit Request.

→Assuming you need to fill in the sensitive information page, it looks like the following:

 

sensitive information section