EDP FAQ
What is an EDP?
The EDP process is a review of the equipment or software you are buying to make sure it will work with the existing campus infrastructure.
What needs an EDP?
Many IT related purchases require submission of an accompanying EDP, the parameters for EPD submission are:
- All personal computer or server purchases.
- Any computer peripheral, classroom technology or software costing over $5,000.00.
- Any single purchase action $25,000.00 or more that is made up of items in 1 and/or 2.
- Consulting contracts for IT personnel, regardless of cost.
- Any software that interfaces with Banner or Peoplesoft, regardless of cost.
- Any software or hardware purchase that will be maintained by an outside or third party vendor, regardless of cost.
What purchases do NOT require and EDP?
Certainly there will be cases where an IT purchase does not require an EDP. Most often these purchases are related to maintenance contract renewals. The most common cases are:
- Renewal of existing software maintenance contracts.
- Twelve month hardware maintenance contracts.
- New or renewals of copier contracts.
How do I submit an EDP?
Submitting an EDP requires a few simple steps:
- First, contract your IT support unit and consult with them on your needs.
- Determine the cost of the items you need.
-
Fill out the EDP form located here:
o http://www.westga.edu/edp
What information do I need to complete the form?
In a nutshell, you'll need to know what you're buying, for how much, and
why:
- What you are buying?
- How much it will cost?
- What you are going to do with the items you are buying?
What about the Technical Review Question?
If your IT support unit has generated a quote for you, no technical review is required. If you have generated the specifications and quote yourself, and would like the quote to be reviewed, answer yes to this question and fax your documentation to 95070.
How long does an EDP take to process?
An EDP that does not have to go to OIIT for approval takes about 1 week to process.
Do EDPs require special approval?
If an EDP is over $100,000 or if the equipment or software that is being purchased interacts with Banner or Peoplesoft, the EDP must go to the Board of Regents Office of Information and Instructional Technology (OIIT) for approval. A special form is used for these EDPs. If your EDP falls into this category, please contact the helpdesk for the form. You should allow about a month for this type of EDP to be processed.
What happens after I submit my EDP?
Once your EDP is submitted it is sent as expediently as possible across the following work flow:
- The EDP is printed, and signatures are gathered (dean, department chair, VP).
- Once the EDP is signed, the final approval letter is faxed to Purchasing & requestor.
- Prepare your PO and note the EDP number on the PO.
Can I put multiple items on one EDP?
Yes. If you are buying a PC, a printer, and software, all of those items can be submitted on one EDP.
Does a printer need an EDP?
A printer only requires an EDP if the cost exceeds $5,000.
Does software need an EDP?
In some cases, yes:
- Any software that interfaces with Banner or Peoplesoft, regardless of cost, requires a signed EDP.
- Any software (or hardware) purchase that will be maintained by an outside or third party vendor needs a signed EDP, regardlesss of cost.
- Any software purchase in excess of $5,000 requires an EDP.
Does A/V equipment need an EDP?
- If the equipment purchase includes a computer then an EDP is required.
- If the total cost of the equipment exceeds $5,000, an EDP is required.
How long is the EDP good for?
An EDP is good for one calendar year from the date of approval.
Can I increase the amount on the EDP?
Increasing the amount of an EDP can be done but requires additional steps within the workflow. If you would like to increase the amount of an EDP please contact the ITS Help Desk for assistance.
Can I buy a different model than the one listed on the EDP?
In some cases, a model line can change name or become decommissioned after an EDP has been generated. It is perfectly acceptable to change the model of a purchase in cases like this so long as you remain with the original vendor (eg: Dell). What you cannot do is change the vendor out right (eg: Dell to Mac).
