Summary
Outlines the System Office software acquisition process including how to request software, complete required reviews, purchase approved titles, and receive licenses. Includes a dedicated section for Microsoft license acquisition and renewals.
Body
This process outlines how System Office employees request and obtain new software or additional licenses.
Software Acquisition Process Steps
1. Submit Request
Submit a service request using the Software, Applications and Licensing service. Include:
- Software name
- Purpose
- Intended users
- Any known licensing details
2. Approval Check
Desktop Support reviews the request to determine whether the software is already approved for use at the system office.
- If approved: continue to Step 4 - Purchase.
- If not: The request moves to Security and Legal review. (next steps)
3. Security & Legal Review
4. Purchase
Once approved, the requester follows the standard Procurement process.
5. Deployment
Desktop Support receives the license or software and assigns or deploys it based on license type.
6. Renewals
Standard software used across the system office is renewed and maintained by Desktop Support Services. Refer to the Standard Software list in the "Technology Standards" knowledge base article for current titles.
Departments are responsible for tracking and renewing software licenses they purchase, budget for the annual costs, and follow the Procurement process for renewals.
Flowchart
See the attached Software Acquisition Process flowchart for a visual overview.