Kean University SOP 04 – Procurement Intake & Triage
Table of Contents
- About
- Scope
- Definitions
- Roles & Responsibilities
- Procedure
- Records & Retention
- Metrics & KPIs
- Related Policies
About
This Standard Operating Procedure (SOP) defines the standardized intake and triage process for all procurement requests submitted to the Procurement Office. It ensures requests are routed correctly and evaluated for risk, compliance, and governance requirements before vendor selection or contracting.
Scope
- IT systems, software, and cloud services
- Professional services and consulting
- Capital equipment and infrastructure
- Grant‑funded acquisitions
- Renewals, expansions, and service modifications
Definitions
- Procurement Intake: Formal submission of a procurement request
- Triage: Categorization and routing of requests
- High‑Risk Procurement: Requests involving sensitive data or IT systems
- Procurement Pathway: Workflow determined by category and risk
Roles & Responsibilities
View roles
- Business Owner: Submits procurement request and requirements
- Procurement Lead: Validates intake and routes reviews
- Risk Manager: Confirms risk pathway
- IT Security: Performs IT and cybersecurity triage
- Finance: Confirms funding source and availability
- Accessibility Reviewer: Determines accessibility requirements
- CISO: Oversees high‑risk procurement routing
Procedure
- Business Owner submits a procurement request in Freshservice.
- Procurement Lead validates completeness of intake information.
- Request is categorized and required review pathways are identified.
- Risk prescreening determines whether SOP 02 and SOP 03 apply.
- Request is routed to required reviewers in parallel.
- Triage outcome and approval path are documented.
Records & Retention
Procurement intake records, triage notes, routing logs, and communications must be retained for a minimum of seven (7) years.
Metrics & KPIs
- Average intake‑to‑triage completion time
- Percentage of requests requiring re‑routing
- Number of requests escalated due to missing information
- Reviewer response times
Related Policies
- KU SRM 02 – Procurement Policy
- KU SRM 01 – Supplier Risk Management Policy
- KU SEC 10 – Governance Precedence
- KU SEC 05 – Exception Management
- KU IT 01 – Asset Management Policy
``