An outline of the process for requesting and acquiring new software.
This is not typically a quick process. It is important to ask as soon as you know you might need a software.

Software Acquisition Process

1. Obtain approval from your supervisor to use the software.
   • If software isn’t free, also get approval and a cost center for the purchase.
2. Complete the “Software Acquisition” form.
3. Provide answers to follow up questions from Information Technology.
   • A meeting may also be requested as IT and IT Security review the request and determine which purchasing steps are appropriate.
   • Other factors that may need to be discussed:
     • additional hardware needs (including servers)
     • commitment of IT personnel hours
     • equivalent product already owned and supported by the University

Software on Premise/Desktop with no cloud components:

Software that is considered on premise/desktop with no cloud component means that all storage of data will be located on a University device. 

If software is not currently approved by legal for use, the following steps will apply:

1. IT will create the contract cover sheet and Departmental Responsibility Form, and submit to the end user for review of accuracy and to collect appropriate signatures.
2. Once the paperwork is returned to IT, it will be submitted to legal (through the regular contracts process) for review and approval.
   • If approved, IT will be notified that the acquisition can be initiated.  
     • For items with cost --- a purchase order or procard order may be required and IT Admin Staff will work with the Dept Admin Staff and Purchasing on this process.
     • If no cost, Help Desk and end user will be notified that they can download the software.
     • Software will be installed, as per existing Help Desk procedures.
   • If Legal does NOT approve the software, IT will reach out to the user for discussion and potential solutions and/or alternatives.

If software is already approved by legal for use, the following steps will apply:

1. Department may need to sign the form accepting responsibility for use of the software. If needed, this form will be provided by IT.
2. Proceed with the purchasing and install steps listed above.

Cloud Hosted Software:

Software that is considered cloud hosted and/or has data stored in a non-University location.

If software is not currently approved by IT Security and Legal for use, the following steps will apply:

1. IT will check that the vendor is TX RAMP certified. All cloud hosted products must be certified in order to be used by State of Texas institutions.
   • If vendor is not TX Ramp certified, a discussion of options and alternatives will be needed.
   • If vendor is certified, IT will create the contract coversheet and start the “IT Security Web Hosted Software Checklist”. Additional information may be requested from the end user so that these forms can be completed. 
2. Forms will be submitted to the end user for review of accuracy and for the collection of signatures.
3. Once paperwork is returned to IT, it will be submitted to Business Services Coordinator.
4. Business Services Coordinator will submit the forms to IT Security for review of the security of the Hosted Services Vendor.
5. If approved, then the documents go to Legal for contract review.
   • If approved, IT will be notified that the acquisition can be initiated.
     • For items with cost --- a purchase order or procard order may be required and IT Admin Staff will work with the Dept Admin Staff and Purchasing on this process.
     • If no cost, Help Desk and end user will be notified that they can download the software.
     • Software will be installed, as per existing Help Desk procedures.
   • If Legal does NOT approve the software, IT will reach out to the user for discussion and potential solutions and/or alternatives.

If cloud hosted software is already approved for use, the following steps will apply:

1. Department may need to sign the form accepting responsibility for use of the software. If needed, this form will be provided by IT.
2. Proceed with the purchasing and install steps listed above.

Why a software request may be denied:

1. Department supervisor decides that it is not needed.
2. Department does not have funds available. (This includes additional hardware that may be required to run your software.)
3. Legal determines that the software terms and conditions are not acceptable, based on University and/or State regulations and requirements.
4. Cloud hosted software vendor is not TX Ramp Certified.
5. IT Security determines that the software presents a risk to the University.

To request a new software, please fill out the Software Acquisition Form