Software Purchase Requests

Description

This service can be used for any software/digital service purchase that will use University Funds. This includes:

  • Apps
  • Cloud services
  • Computer programs
  • Digital tools
  • Downloaded programs
  • Hosted tools
  • Internet‑based services
  • Mobile apps
  • Online applications
  • Online subscriptions
  • Online tools
  • Subscriptions
  • Tech services
  • Technology subscriptions
  • Technology tools
  • Web‑based tools
  • Similar tools or services that may not be precisely defined by the above list.

All must be approved by OIT prior to purchase. OIT will check for technical compatibility, duplication of existing services, and compliance with existing security standards. If the software/digital service will have access to any protected data, a full review by offices responsible for that data will be instigated.

Software/digital services purchased without prior OIT approval may be denied by the Procurement Office and reimbursement for the cost could be required.
 

Standard Service Features

SLA: You can expect this service to be completed within 5 days if it does not access protected data.

Scope/Constraints

Only faculty or staff may submit this request. 

Some requests may require further justification than what is listed in this form.

Directions

Please refer to the following instructions for filling out the service request:

Title: Please include the name of the software/digital service in the title. 

Requester & Acct/Dept: This should be the individual that will be the main contact for questions about the software/digital service.

Does this Stop Work: Normally this will be "No", but indicate "Yes" if there are time-sensitive tasks that cannot be completed until the software is purchased.

Classify your purchase: Select the appropriate option

  • Enterprise Level - this is typically software that will be installed on ISU devices and/or integrated with ISU systems. Some examples are: 1) if you would use your ISU ID and password to log into the software; 2) if the software will be pulling student information from Canvas or Banner; and 3) if the software could be used by people in multiple departments.
  • Classroom / Lab Purchases - select this option if the software will be installed on instructor stations in classrooms or in computer labs that are supported by OIT.
  • Individual Use Purchase - this option is the most common. It includes all software that will be used by an individual or small number of people. Subscriptions to online applications/digital services would be included here.
  • Microsoft Software Purchase - select this option for all Microsoft purchases, even if it fits within one of the other categories.

Special questions: Depending on the category you chose, you may see additional questions here. Please refer to the special questions section below.

If this has already been approved....: This will be left blank for most purchases. Sometimes the software contract discussion may have begun prior to filling out this form. If that is the case, please indicate who is leading that effort.

Software/Digital Service Name: Provide the name of the software/digital service.

If you have been speaking with the vendor...: This may be blank if you do not have a sales rep from the vendor. Please provide any contact information you have to the vendor. This will assist us in clarifying information directly with your contact.

Please provide a use case and/or justification...: To evaluate the purchase, we will need to know how you plan to use the software/digital service and why it is needed. The more detail that is provided in this section, the more likely we will be able to review the purchase without delays.

Attachments: Please attach any documentation or supporting files. This could include items such as security attestations, contracts, instructions for installation, etc. For enterprise purchases, please request the HECVAT and VPAT forms if possible.

Special Questions: You may be prompted to answer some of the following questions, depending upon the category you selected.

Have you (or your department) previously purchased this software/digital service?: Select "Yes" if the software/digital service has been purchased by ISU previously.

Choose one of the following: Select "First Time Purchase" if this is the first time you have requested approval to purchase the software. Select "Software Renewal" if this software/digital service purchase has been approved previously.

Purchase Method: Select how you plan to purchase the software/digital service. If you prefer for OIT to purchase and then IV your department, select "OIT Internal".

Link to the Software/Digital Service's Website: Providing a link to their website ensures that we are reviewing the correct product when there may be alternatives with similar names.

Provide Department Billing Contact...: Please provide the information regarding who to contact for billing along with the estimated cost and the number of requested licenses.

Is this for a classroom computer...: Select "Classroom" if the software/digital service will only be installed on instructor computers in classrooms. Select "Lab" if the software/digital service will be installed in a computer lab that is supported by OIT.

When is this needed by?: Please provide a date when you plan to use the software. OIT/Procurement approval must be received before buying, subscribing, signing up for, or agreeing to anything related to this software or service.

Building/Room: Provide the location where the software should be installed.

List of ISU Property Tags: Provide the property tag numbers of all computers where the software will need to be installed. If the software does not need to be installed (e.g. online subscriptions) this can be left blank.

Choose one of the following: If "Automatic Yearly Renewal" is selected the software purchase will be added to our Microsoft contract for billing purposes and, if appropriate, your department will receive an IV each year for the cost of the software until you contact OIT to cancel. Once the IV has been issued, you can cancel for future renewals, but your department will be responsible for the cost of the current renewal. Select "One Year Purchase" if you do not want to automatically renew. The Microsoft contract updates in August. All licenses will expire on or about August 1. If you plan to continue using the software, you must contact OIT prior to July 1 to renew without experiencing any interruptions in service.

How many licenses are you requesting? Indicate the number of people who will need to use this software/digital service.

Workflows

Enterprise Workflow:

  1. Initial OIT review to evaluate use case and completeness of the form.
  2. Initial Procurement review and verification of forms and contract language. Negotiation of agreement/contract with vendor by the Procurement Office.
  3. Data and Security review includes in-depth review by multiple departments across campus. This may include items such as FERPA or HIPAA compliance, security of data, supportability of the product, legal implications, and other in-depth checks.
  4. Contract completion. Only the Procurement Office is authorized to sign agreements/contracts.
  5. Purchase. Made by Purchase Order or ProCard (if approved by OIT and ProCard administrators).
  6. Implementation planning and/or project kickoff.
  7. Inventory management.

Classroom / Lab:

  1. Initial OIT review to evaluate use case and completeness of the form.
  2. Initial Procurement review and verification of forms and contract language. Negotiation of agreement/contract with vendor by the Procurement Office.
  3. Review from CETS for lab/classroom suitability.
  4. Project timeline projection from CETS.
  5. Contract completion. Only the Procurement Office is authorized to sign agreements/contracts.
  6. Purchase. Made by Purchase Order or ProCard (if approved by OIT and ProCard administrators).
  7. Implementation planning and/or project kickoff.
  8. Inventory management.

Individual Use:

  1. OIT review.
  2. Notification to Procurement and Controller if purchase is approved.
  3. Purchase. Made by ProCard (include OIT approval documentation with monthly expense report).
  4. Installation.
  5. Inventory management.

Microsoft Software Purchases:

  1. OIT review and software quote.
  2. Purchase and IV.
  3. Installation.
  4. Inventory management.