Software Requests and Purchasing - Process
Purpose
This procedure documents the process needed to ensure a current, effective, and consistently managed software asset environment while ensuring accessibility, security, and licensing compliance.
Scope
This procedure covers all locally installed, networked, and cloud-based software and applications.
Responsibilities
- Information and Instructional Technology (IIT): Ensures security, compatibility with infrastructure, budgetary, and license management.
- Departments: Responsible for notifying IIT of all software/application needs and providing timely, relevant information. Responsible for selecting accessible software.
- Business & Financial Resources (BFRO): Defines the college’s purchasing policies and purchases software.
Procedure
IIT Application Reviews
Software purchases, installation, and support decisions must align with the College’s Strategic Plan. IIT ensures compliance with technology standards, security, WCAG accessibility, and software lifecycle management.
- All software licenses, subscriptions, and media are managed by IIT to centralize services and control costs.
- Software reviews ensure compliance with ISO/IEC 20000, ISO/IEC 19770-1, and ISO/IEC 27001 security standards.
- Allow a minimum of three weeks for IIT to complete the application review process.
Learn why IIT performs application reviews
Standard vs. Non-Standard Software
| |
Standard Software |
Non-Standard Software |
| Defining Characteristics |
Used college-wide. |
Used by a subset of the college. |
| Request Installation |
Contact the Technical Service Desk or enter a request via the Technical Service Client Portal. |
Contact the Technical Service Desk or enter a request via the Technical Service Client Portal. |
| Release Version |
Ensured to be at a current or manufacturer-supported version. |
Departments are notified when updates are available. |
| Consulting & Problem Resolution |
Provided by IIT with knowledgeable staff available for support. |
First-line troubleshooting provided by IIT. Unresolved issues are the responsibility of the department. |
Funding
IIT funds standard software and its maintenance. Departments are responsible for non-standard software costs, including renewals.
Installation
Software is installed only after compliance verification. Allow up to ten business days for deployment after review.
Software Review and Audit Schedule
IIT regularly reviews software for necessary updates and renewals. Users are informed when an update is required.