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Authorized agency technology purchasers only:

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Technical Acquisition Approval Form

Purchase Hardware / Software

Technology Acquisition Approval Process

NOTE: You do not need to complete this process if the product/software is on the Pre-approved Common Solutions list. Please use the “How to Procure” for that item to purchase.

Why is there a need for the Technology Acquisition Approval Process

As part of Utah Code 63A-16-204, Approval of information technology acquisitions, the CIO needs to approve all technology used in the state. The Technology Acquisition Approval (TAA) form was created for that requirement. It helps DTS and State Purchasing plan and assist with finding a solution if needed. Once a solution is found, the “Chosen Solution Approval Form” (Business Case) is completed by IT and submitted to the Chief Information Officer, Chief Information Security Officer, and the Agency Executive Director for Approval. This form will help streamline acquiring new technology by providing a clear and organized method for evaluating and selecting new technology solutions.

Overview of Process

  1. An agency can check the Pre-Approved Common Solutions list to see if something can be procured without a TAA. The agency will follow the instructions on the list for procuring.
  2. An agency needs to find a technical solution; the Agency works with Purchasing POD and DTS IT Director to gather requirements.
  3. Using those requirements, Technical Acquisition Approval Form is submitted.
  4. Once submitted, simultaneous approvals are obtained from the Agency IT Dir. and CISO/Security.
  5. Once approved, the following listed on the TAA will be notified of Approval: The Agency contact, IT point of contact, IT Director, and Purchasing group.
  6. The “Chosen Solution Approval Form” (Business Case) task is created for the IT point of contact. This should only be completed after a solution is chosen.
  7. The IT Point of contact completes the business case task and closes it out.
  8. With the business case completed, the final solution goes to the CIO and CISO for Approval as State Code requires.
  9. The solution will be added to the Pre-Approved Solutions list.
  10. The chosen owner will complete SOW, Contract, and Procurement.

Diagram of Process

Frequently Asked Questions

  • What types of purchases require a TAA form?
    • Not needed for the following:
      • The solution has already been purchased on a DTS or State Wide Cooperative Contract.
      • Anything on the Pre-approved Solutions
      • Contracts that are held by DTS but terms are not being modified.
  • What types of purchases require a TAA form?
    • Anything that is not on any of the pre-approved lists.
  • What if there is an existing contract- is a TAA form required?
    • It depends – if the existing contract is a DTS contract and the Agency wants to own, amend, or change it, then a TAA should be completed.
  • Is a TAA form needed when an item is on the list of approved purchases?
    • No – as long as it is approved for all agencies or their specific Agency.
  • If I want to buy small software purchased with P-card- do I just do it if it’s on the approved list?
    • Yes. If you are authorized to use the P-card.
  • What documentation do we have to show for State Finance Post audits?
    • The RITM would have the TAA submission and the Chosen Solution Approval.
  • Who is my Pod leader to ask questions to?
  • Where can I find the products and services exceptions list?