GetTech
GetTech is the Information Technology (IT) acquisition process used by faculty and staff to request technology-related products and services, including equipment/hardware, software/services, audio-visual equipment, renewals, integrations, and development projects. The process ensures that all technology acquisitions—regardless of cost, including free, open-source, or funding sources—are reviewed for compliance with Board of Regents policies, University System of Georgia requirements, Georgia Gwinnett College policies, and applicable laws and regulations.
GetTech FastTrack
GetTech FastTrack is used for IT standard equipment and multimedia equipment purchases that do not exceed $10,000. IT standard equipment includes computers, monitors, docking stations, printers, and peripherals such as keyboards and mice. FastTrack is also used for cellular device and service requests as described in IT cellular devices and service agreement information as well as APM 8.2.86 Cellular Devices and Services.
Prior to initiating the FastTrack process, requestors must review IT standards. The FastTrack process is initiated with a request that includes a business justification. IT reviews the request and provides feedback as necessary. A quote is provided to the requestor. The quote can be used to purchase equipment.
GetTech FullTrack
The FullTrack process begins with a request. Next, IT schedules a consultation to discuss the request and gather additional details. In collaboration with the requestor, IT gathers and evaluates any necessary documentation, coordinates vendor discussions, conducts the identified assessments, and seeks signoffs. Once approved, the acquisition is ready for legal review and purchasing next steps. The implementation of an approved acquisition may require IT resources that must be scheduled with IT project management
Technology acquisitions that require the GetTech FullTrack include:
- IT Standard computers, monitors, printers, and peripherals requests exceeding $10,000
- Special purpose endpoints (computers, servers, network devices), monitors, printers, and peripherals
- All (regardless of cost and funding source) software/services including free or open-source
- Changes or additions to existing software/services
- Renewals for existing software/services
- Audio-visual equipment and installations
- Donated IT equipment
- Integrations or development projects
GetTech FullTrack Details
The FullTrack process is supported by APM 11.7 Information Technology Acquisition and Integration Policy. It is a collaborative process between IT and the requestor and is necessary to ensure that IT conducts required assessments such as risk, data, artificial intelligence, infrastructure, and accessibility. FullTrack includes checkpoints to ensure compliance with the University System of Georgia (USG) Information Technology (IT) Handbook. The process creates a shared understanding between IT, the requestor, budget managers, and leadership related to vulnerability and risk management, short- and long-term financial impacts, as well as support and implementation timelines.
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Frequently Asked Questions
I’ve never heard of GetTech before. Why do I need to submit a request?
GetTech is the process by which technology is acquired. The process is designed to ensure that all technology-related acquisitions (purchases, renewals, feature add-ons, adoptions, integrations, or development projects regardless of cost including free or open-source software/services) are evaluated to ensure compliance with the following policies:
- Board of Regents Policy Manual,
- University System of Georgia (USG) Business Procedures Manual,
- USG IT Handbook,
- GGC Administrative Policy Manual (APM),
- and all applicable laws and regulations.
How long will the GetTech process take?
GetTech FastTrack is designed to provide a quick turnaround typically 5 business days or less for quotes on IT standard equipment or multimedia equipment requests that are under $10,000.
The GetTech FullTrack process depends on the scope and risk associated with the proposed acquisition. After submitting the GetTech FullTrack request Information Technology will schedule a consultation typically within 5 business days. During the consultation, the scope of the request will be explored giving the requestor and IT a good indication of how long the process may take. If your request involves audio-visual equipment, be sure to review APM 11.8 Audio-Visual Technology as well as the GGC IT Audio-Visual Standards Handbook.
When should I begin the GetTech process?
The moment you think you need to acquire technology you should submit a GetTech request. Since the process can be paused at any point, it is advisable to start the process early!
IT recommends that you start the process before you start researching possible solutions and certainly before engaging with vendors. If you are considering submitting a grant or external funding proposal, you should start the GetTech process at the same time you submit your notice of intent. The GetTech process must be initiated prior to starting the contract review process and/or procurement process. GetTech requests for renewal review should be initiated as soon as the vendor provides the first renewal notification or when you receive a reminder from Cobblestone.
I plan to do a request for proposals (RFP) for a technology acquisition. Do I need to use the GetTech process?
Yes! The GetTech process should be started before moving forward with an RFP. The GetTech FullTrack request form includes an option to indicate you intend to use an RFP. IT will assist you with developing requirements for your RFP.
Do I need to use the GetTech process for free or open-source software/services?
Yes! All software/services must go through the GetTech process. This is necessary to ensure that all assessments are completed including accessibility assessments.
Do I need to use the GetTech process for software/services that will be paid for by students?
Yes! All software/services must go through the GetTech process. This is necessary to ensure that all assessments are completed including accessibility assessments.
Does GetTech apply to existing software/services or renewals?
If the software/service requires a renewal then the GetTech process is needed. GetTech requests for renewal review should be initiated as soon as the vendor provides the first renewal notification or when you receive a reminder from Cobblestone.
All future renewals, new acquisitions, or feature add-ons/changes to existing software/services require the GetTech process. For software/services that do not require renewal, IT will reach out to collect additional information to determine whether any assessments (e.g. accessibility) may be necessary. Alternatively, you may submit a GetTech request to initiate a review prior to IT contacting you.
I already have funding for my request and support from my supervisor/leadership. Do I need to use the GetTech process?
Yes. Every technology acquisition must go through the GetTech process regardless of funding source or supervisory/leadership support. This also applies to grant or externally-funded acquisitions.
I am applying for a grant or external funding opportunity. When do I need to initiate GetTech?
When you submit your notice of intent, you should start a GetTech request. A GetTech request and initial consultation must be completed prior to IT leadership providing sign off on grant or external funding proposals. The process may be paused pending awarding of grants or funding. If funding is received, the GetTech process is resumed and must be completed prior to legal review and procurement.
I am not purchasing anything but need to integrate existing software/services. Do I need to use the GetTech process?
Yes. When you identify the need to integrate existing software/services you will need to initiate the GetTech process. This applies to integrations that require data or API integrations between existing software/services. This allows IT to conduct appropriate risk assessments prior to initiating a project.
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