Mullin’s IT can assist with the steps in this process. Please reach out to IT via libhelp@uark.edu with any questions.
Software and Hardware Purchasing steps
Submit a ticket to libhelp@uark.edu to consult with IT
If there is no HECVAT or VPAT on file, the requestor will need to reach out to the vendor and request those files to be filled out.
Once the vendor provides the files, fill out the review forms below. If the vendor cannot or will not provide the files, the review forms still need to be completed for review by the university.
Once the forms are completed and reviewed, the requestor will need to work with the vendor to get them added into Workday to process purchase orders.
If vendor cannot process purchase orders or cannot be approved in Workday, the requestor will have to fill out a P-Card exemption form.
Process the purchase with our procurement office either through workday or a P-Card
To purchase hardware or software for yourself or department, the software must be reviewed by our cyber-security team and accessibility team. You will need to contact the vendor and request them to fill out a HECVAT (cyber security) and VPAT (Accessibility) form. You can use the following template to send to the vendor:
Our University requires both a cybersecurity and accessibility review for technology. They use the Higher Education Community Vendor Assessment Toolkit (HECVAT) for cybersecurity and the Voluntary Product Assessment Template (VPAT) for accessibility. Please have your security team fill out the HECVAT Template and your development team fill out the VPAT template and send them to me. The templates can be found here:
HECVAT: https://www.educause.edu/higher-education-community-vendor-assessment-toolkit.
VPAT: please use the one most closely related to your product:
Web-based and mobile application VPAT 2.5 WCAG (November 2023)
Desktop applications and hardware VPAT 2.5 508 (November 2023)
Once the vendor has sent you the files, you will need to submit a HECVAT and VPAT request ticket using the information they provide.
HECVAT Review Form:
Request Form - HECVAT / Cybersecurity Review
VPAT Review Form:
Request Form - VPAT Review Request
These requests will create a ticket number, and you will have to save that ticket number for later.
Once the HECVAT and VPAT is approved, the vendor will need to be set up in Workday to process POs (Purchase orders). To do so, you need to contact our procurement officer, Mike Krom, and provide him with the contact information of the vendor. Mike and the vendor will work together on getting the vendor established as a vendor in Workday.
Once they are in workday, we will be able to process their purchase order, and you will receive your hardware or software.
If the vendor cannot process purchase orders or will not fill out the proper forms to get into workday, then we can use a P-Card for that transaction. To use a P-Card, you will need to fill out a P-Card exemption form which can be found below. You will receive a ticket number for this form as well, and you need to save that for later.
Request Form - PCard Exemption Request for Technology Purchases
IMPORTANT: You cannot use a P-Card if you do not have an approved HECVAT and approved VPAT. They will turn you down. If you have already made the purchase, you will be asked to get a refund for the product.
Once the P-Card exemption form is approved, you can send the P-Card ticket number, the HECVAT ticket number, and VPAT ticket number to Mike Krom, and he will be able to assist you in purchasing your hardware or software.
