LU Policy Number: OP. 002
Effective Date: 2/13/2017
Approval Date: 2/13/2017
Revised Date: N/A
Purpose: The purpose of the Software Procurement and Management Policy is to ensure that any software purchased on behalf of Live University is compatible with Life University’s enterprise systems, can be supported and maintained by Life University’s IT Department, is compatible with Life University’s infrastructure, meets all security and compliance requirements, meets all data integrity requirements, and are deployed legally and within contractual obligations.
Additional Authority: N/A
Scope: This policy includes any software purchases made on behalf of Life University or it’s auxiliaries. Software purchases include the original purchase or any updates or upgrades to current or existing software.
Approval Authority: Provost/EVPAA
Responsible Authority: University Operations
Software - Any programs and other operating information (purchased off the shelf or developed in-house) used by a computer, tablet, device, or peripheral that will be used in conjunction with Life University’s infrastructure (network, internet, or hardware) or enterprise data systems.
Simple Need – A simple need is defined as a solution that resides entirely within the requesting department. This solution does not require access to enterprise systems, does not utilize University data, or make any updates to other systems or data sets.
Compound Need – A compound need is a solution that contains one or more of the following: has multiple stakeholders, relies on enterprise systems to function, or makes updates to other systems or data sets.
Software Procurement and Management Policy
All software purchases, updates, and expansion modules must have an IT help ticket created (email@example.com) detailing the request prior to purchase. It is recommended that you communicate your intent as soon as possible to ensure efficient process and timely procurement.
Depending on the complexity of the business need either:
If requesting a “simple software need” then gather as much information about the software (vendor, cost, software title, software version, contact information, department contact, and budget line item) and submit that information to IT through the IT Help Desk (firstname.lastname@example.org). The information will be reviewed to ensure it is a simple request. Once confirmed IT will work with the department contact to secure the software and get it installed.
If requesting a “compound software need” then the request should be made to IT (email@example.com) as soon as the business need is identified. These requests will be managed by Operations. These requests must address the criteria. Including but not limited to:
Is current funding available?
Evaluation of current software resources to ensure there is no unintended duplication of software capabilities.
A process review to ensure the software will be sustained
Role of each stakeholder(s).
An IT review to ensure the software is compatible with Life University systems and infrastructure and will not create performance or security compromises.
Operations will review any necessary data exchanges to ensure data integrity.
Once completed Operations will work with the identified department to develop a plan to purchase, install, setup, deploy, and sustain the software. Sustainability will include workflow, process, policy, data mapping, and ongoing training and intradepartmental support.