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Faculty guide to purchasing computer software

Purchasing new technology can be a confusing process. This document is intended to provide some guidelines, and answer frequently asked questions, regarding computer software purchases.

Where to buy software

When making purchases using research funds or University purchasing cards, it is recommended that faculty use the ePortal. Over the last six months Yale ITS and the Purchasing Office have aggressively worked to build partnerships with hardware and software vendors that would provide savings for both institutional and personal purchase. As a result, purchasing these items has never been easier. Every Yale faculty member, student, and staff member can use the ePortal to purchase computers, software, and supplies at discounts that have been carefully negotiated.

The preferred software vendor found at the ePortal is GovConnection.com. The online catalogue for GovConnection includes tens of thousands of items. Navigating the software catalogue has been simplified, with links to commonly purchased applications featured prominently in the upper-right hand corner of the GovConnection home page. For information on purchasing licenses and media for Microsoft Office, click here.

Before you make a purchase

Before you go online and buy, take a few minutes to review your needs. This first step will save you valuable time. If you have any questions, please contact your local support person. If you have a question regarding licensing agreements for a particular software package, please contact software.admin@yale.edu or faculty.support@yale.edu.

To start, take a look at the ITS software download page to see if there are any special license arrangements for the program you are looking for. Some common software packages (like Norton Antivirus, Adobe Acrobat, and WebRoot SpySweeper) are available free of charge to faculty. And remember, FASIT staff can assist you in answering questions, planning your technology needs, and/or finding the right piece of software.

Notes on purchasing software

The GovConnection software catalogue provides links to commonly purchased items and provides links to Yale-negotiated prices for several software packages on the homepage. Please note that Yale University currently does not have an institutional site license for Microsoft Office, or any other office productivity software package. However, special pricing has been negotiated for both licenses (needed to run the software legally) and media (CD needed to install the application). More information on MS Office licensing can be found here.

Going online to buy

To purchase software online using the ePortal, please follow these steps:

1. Point your browser to www.yale.edu/eportal.
2. Select "Computer Equipment, Software & Supplies."
3. Log in using your Yale NetID and password on the next screen.
4. From the ePortal page - select the type of software you wish to purchase from the menu on the left-hand side of the screen.
5. Clicking one of the links will spawn a smaller browser window and take you to the Yale-customized GovConnection.com website.
6. If this is your first time going online to make a purchase you will need to click the link for new users to set up an account. This will lead you to another screen which you will use to provide information to set up an account. You need to do this before making a purchase on line. This step will save you time later, especially if you make regular purchases for your lab or department.
7. If you are trying to purchase an item that is not listed on the home page, you can use the product number (if you have found it on a manufacturer's website) and enter it in the search box from any screen of the GovConnection site.
8. Once you've found the product you are interested in purchasing, click the "Add to cart" button. You can then "Check out" or continue shopping. You can return to your shopping cart at any time by clicking the "View Cart" link at the top of the screen.

Need help with the GovConnection catalogue?

If you have any questions regarding the availability of a product at GovConnection, you can contact one of the campus representatives by email or phone by clicking the "Your Account Team" link at the bottom left of your GovConnection homepage.