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Purchasing Technology » Technology Purchases

Technology Purchases

Standard Operating Procedures

  1. Purpose 

To provide a uniform approach to cybersecurity and continuity of support for our district improvement plan, the West ISD Technology Department will need to provide a vetting process to ensure all solutions are fiscally and operationally feasible for West ISD. This Includes the purchasing of  new hardware and software, as well as renewals for software. 

  1. Technology Department Authority

The purchasing of new hardware and software, as well as renewals for software, must be vetted through the West ISD Technology Department. This includes, but is not limited to, the following devices.  

All computer purchases. 

  • Laptops, Desktops, Chromebooks, tablets,  
  • Instructional Technology Hardware: Projectors and Document Cameras and other Audio/Visual Learning appliances 
  • Printers 
  • All purchases of this type should be completed prior to end of business the last day in February.  

All software purchases.  

  • New software will need to be vetted through the digital review process attached prior to approval.  
    • We have several solutions currently in place and do not want to duplicate spending or increase workloads of campus or district personnel and training efforts.  
    • Also, an assessment of existing products is needed to assess if the product is not being utilized to the fullest.  
  • Existing software will continue to follow the normal purchasing process, but still require contacting the Technology Department and Teaching and Learning to verify current usage.  
  • All Software Digital Reviews will be conducted two times per year: December and May.  
    • This will allow for implementation, planning, and training of new platforms during non peak times in the educational calendar.  
  1. Campus Purchase Authority 

The following items do not require Technology Department authorization or quotes. We will assist if needed, but these items are available for purchase through existing approved vendors.  


  • Batteries
  • Thumb drives 
  • Presentation clickers and like products
  • Lanyards/badge clips or plastic badge sleeves

 

  1. Responsibilities

Technology Department will: 

  • Collect and disseminate quotes to the campuses from approved vendors for West ISD for the Inclusions of this SOP. 
  • Initiate a digital review process for all new software requests.  
  • Ensure that the purchase conforms to the district improvement plan.  

Campus personnel will: 

  • Ensure that the Technology Department and Teaching and Learning are included in the vetting process for all new software or hardware. 
  • Collect quotes for the items listed in Section 3.