Software Purchase & Request Process for University Devices

Question

What happens after I submit a software purchase/request?

Answer

Software purchase requests and software install requests typically follow one of the following three scenarios: 

Scenario One - If this is a piece of software that has been approved for purchase/install in the past, you will receive a response in your ticket letting you know that the request is approved. From there, you will work with ITS to complete the purchase/installation. 

Scenario Two - If the software has recently been requested and denied, the requester will receive notification that the purchase request has been denied.  

Scenario Three - If the request is for new software, or for a product that has not recently been reviewed, the request will be routed to the Purchasing Department, the Information Technology Services Security Team, University Accessibility Services, and General Counsel for review, as outlined below. Please note than any one of these reviews can result in the denial of the software request. 

  • The ITS Security Team reviews the software for security purposes. If needed, a Higher Education Cloud Vendor Assessment Tool (HECVAT) is sent to the vendor containing questions that must be completed before their approval is granted.  

  • Accessibility Services reviews the requested product using a Voluntary Product Accessibility Template (VPAT) to ensure that it meets the accessibility requirements set forth by the State of Ohio. 

  • The Purchasing Department and General Counsel review the End User License Agreement and/or the Terms and Conditions to ensure the agreements are compliant with state law and university policy (for more information please review the Terms & Conditions KB article). If they find terms and conditions that the University cannot agree to, they will draft up an Addendum/Amendment with modified terms. ITS and the Purchasing Department will work with the software company to negotiate the Addendum/Amendment. If an agreement is not reached, the software will be denied (requestors may then work with ITS on an alternative solution). 

  • If the software company is agreeable to sign the Addendum/Amendment, the document must also be signed by either the CIO or CFO on behalf of BGSU (see: General Counsel 3341-1-7 Delegation of Contract and Signatory Authority).  

  • Once the agreement is signed by all parties and all other reviews have been completed successfully, the requester will be notified by ITS and a time will be set up to complete the purchase/installation process. 

*The information above is not limited to just software purchases but also applies to all software requests/installs, including "free" software.  

**Please note: Software requests typically take a minimum of 45 days to be routed through the approval process.** 

Office Device Software Installation Request 

Classroom/Lab Software Install Request 

Software Procurement Request 

For additional assistance, please contact Information Technology Services at 419-372-0999 or through chat.

Details

Article ID: 45854
Created
Fri 1/5/18 4:31 PM
Modified
Thu 6/18/20 2:56 PM