Software Approval Process

Introduction

This article provides an overview of the Software Approval process (formerly TAC) for UCO Faculty and Staff. This service guides UCO faculty and staff through the required process for obtaining new software or renewing existing software licenses. Whether you're considering a paid solution or a free download, this ensures compatibility, protects the university from legal and security risks, and simplifies software acquisition.

Software Approval Request

Submit your Software Approval Request here:

Software Approval Request

Why is this necessary?

This process ensures each step has the necessary pieces to meet security, legal, and regulatory requirements.

This process safeguards UCO by:

  • Analyzing legal, technical, and security risks: Minimizing potential privacy, security, accessibility, and system compatibility issues.
  • Adhering to state requirements: Avoiding non-compliance with licensing agreements and relevant regulations.
  • Promoting efficiency and compatibility: Choosing software that aligns with existing systems and university needs.

Note:

  • This process applies to all software acquisitions, even free downloads with licensing agreements and open source software.
  • Early communication ensures a smooth and efficient review process.
  • The person making the request is in charge of obtaining the money needed to buy the software.

Estimated Wait Times

This estimated wait time differs between New Software Requests and Software Renewal Requests.

New Software Requests

Estimated wait time: Up to 90 days

Software Renewal Request

Estimated wait time: Up to 30 days

OIT simplified the renewal process and improved wait times by streamlining these requests. Note: If there is a major change in use for the requested software, the product must go through the new software approval process. 

Software Approval Workflow

The software approval process contains 4 main stages in the workflow: Product Evaluation, Legal Review, Finalize Recommendation, and Closeout. In an effort to improve communications, the requestor will receive a notification email for each major stage the ticket enters.

Note: It is rare occurrence for a request to require a legal review.

screenshot of workflow stages: product evaluation, legal review, finalize recommendation, closeout

Ticket Workflow Stages

  • Product Evaluation (New Software requests)
    • Comparable Software Review
    • Academic Technology Review
    • Accessibility Review
    • Data Classification Analysis
    • Security Review
  • Product Evaluation (Software Renewal Requests)
    • Accessibility Review
    • Security Review
  • Legal Review
    • Legal Review only occurs when it is determined by the CIO that UCO's legal team input is required.
  • Finalize Recommendation
    • The IT Business Manager may reach out to the requestor to obtain additional information before the CIO reviews the request.
  • Closeout 
    • After CIO provides their recommendation, the IT Business Manager reaches out to the requestor to obtain their acknowledgment of the recommendation whether the software was approved or rejected for use.

Software Approval Request Form

The following form fields are for client to fill out for their Software Approval requests. Required fields will be denoted with a red asterisk (*).

Requestor Information

  • Requestor*
  • Callback Number
  • Department*
  • Contacts

Product Details

  • Product Name*
  • Vendor*
  • Review Type
    • New Product
    • Renewal
  • Due Date
  • Product Use Case*

Financials and IT Services

  • Is product primarily used for academic purposes?*
    • Academic Use / Non-Academic Use
  • License Structure*
    • Perpetual - No Expiration Date
    • Site - Assigned to an Institution (Unlimited Users)
    • Concurrent - Provides [X] Users Access at a Time
    • Seat - Assigned per user
  • Cost
  • Funding Source*
    • Requestor
    • Jointly funded with OIT
    • OIT
    • Grant Funding
  • How many user accounts?*
  • Audience*
    • Prospective Students
    • Current Students
    • Faculty
    • Staff
    • Alumni/Donors/Emeriti/Retirees
    • The Public
    • Other (please specify)

Product Documentation

The following documents are required to process the request:

  • File Name for Quote / Pricing Document (per UCO purchasing guidelines)
    If the vendor does not provide a formal quote, a print-to-pdf of the pricing screen works for consumer applications.
  • File Name for Legal Agreement (EULA)
    This can be an End User License Agreement (EULA), Terms of Use, Terms of Service, or Terms and Conditions.
  • File Name for Privacy Policy
    This is a legal document from the vendor that explains how the organization collects, uses, stores, and protect users' personal data.

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