Information technology tools and resources at the UW
IT projects and acquisitions
Your guide to reporting requirements for technology investments at the UW
All information technology (IT) projects and acquisitions at the University of Washington (UW) must comply with the UW’s policy governing how projects are reported and tracked and how money is spent, regardless of the funding source. This policy is outlined in the UW’s Administrative Policy Statement on Information Technology, Telecommunications and Networking Projects and Acquisitions (APS 2.3).
This website is your guide to what you need to do to comply, and provides an online tool to help you identify the requirements for your specific IT project or acquisition.
Who should follow this policy?
The rules for technology investment and stewardship guidelines apply to every IT project or acquisition within any unit or conducted by any individual throughout the University of Washington.
If your acquisition or project relates to information technology, it likely falls within the scope of the policy. Depending on cost and size, you may need approvals before getting started and you may need to comply with various reporting requirements once your project is underway.
Additionally, all projects, regardless of their cost, must adhere to the stewardship guidelines for IT projects and acquisitions.
View the complete list of project and acquisition types that bound by the policy.
View the policy
- APS 2.3 policy
- Summary of requirements
- Chart outlining requirements for various types of projects or acquisitions
About the tool
The tool is designed to help you determine what approvals and other processes are required by the policy, depending on your project’s cost, size and type. The tool is intended to provide guidance only; it is your responsibility to ensure you meet all requirements for your project or acquisition.
What to expect
The tool will ask you a series of questions about your project or acquisition, including:
- Basic information about what it will be used for
- How much it will cost
- How widely it will be used
You will be guided through a step-by-step process to determine the level of oversight required by the state of Washington, and you will fill out worksheets to estimate the investment cost and five-year system-life cost. View a list of information you may want to prepare in advance.
At the end of the assessment, you will receive a summary of requirements, tailored to the specifics of your project or acquisition. Depending on the size and breadth of your project, you may need to work further with UW-IT’s Compliance Assurance & Major Procurements.
Small project or acquisition exemptions
Many technology projects and acquisitions below a certain dollar amount fall under a simpler set of guidelines. Learn about small purchase or project exemptions.
Before you begin
Contact your internal department administrator to determine how your department handles new IT projects and acquisitions and whether there are additional reporting requirements. Be sure to also review the stewardship guidelines for IT projects and acquisitions.
During the process, if you become stuck or don’t know how to answer a question, you can contact Compliance Assurance & Major Procurements for assistance.