VCOM Institutional Policy and Procedure Manual

VCOM Policy and Procedure

Policy # U034

• The next step is to Submit a ServiceDesk ticket requesting new software. The ServiceDesk ticket must include justification for the initiative that includes: o Description of the software or service requested, including the current process, existing limitations, and the expected benefits or efficiencies gained with the addition of the software. o Conduct a software search and include the following:  A clear definition of the essential functions the software must provide to meet operational needs and stated goals.  List of a minimum of three potential software providers (if applicable).  Documented criteria used to evaluate and compare solutions in a consistent and objective manner.  Review and approval of system compatibility, security, and integration requirements by IT. o The name of the lead person who is requesting and leading the use of the new software. o The estimated expense, including whether the cost is one-time or recurring, and identification of the funding source. o Anticipated timeframe for purchase and implementation. o Identification of key stakeholders across campus who will be impacted by or involved in the use, support, or oversight of the software. o Description of the anticipated support pathway, including internal support and/or vendor-provided assistance. o Documented approval by the Division Officer, Campus Dean, Provost and the President during the annual budget process. • The IT Department will review the ServiceDesk ticket request for approval. o If after reviewing the appropriate prior approvals, the Vice President for IT approves the purchase, the employee must then submit the VCOM Purchase Request and Reimbursement Approval Form to their Direct Supervisor for final approval. o If the Vice President for IT does not approve the purchase, they will provide the rationale and will work with the employee to explore other options. • Prior to signing any software contracts, the employee must submit the agreement to ITLicensing@vcom.edu for review by the college's Vice President for IT and IT Senior Leadership, who will review for data security, privacy, ownership and expected service levels to ensure they meet VCOM policy. • Once the software is purchased, the employee must coordinate with IT to install the product. 4. USER OR DEPARTMENT REQUIREMENTS It is the responsibility of software requestor and consumers to use software in a manner that strictly adheres to all applicable VCOM policies as well as all licensing provisions, including installation, use, copying, maintenance, restrictions on the permitted uses and/or the number of users, and other terms of the license. No behavior that is injurious to VCOM or its interests are permitted. 4.1. Due Diligence and Compliance Purchasers of proprietary and open-source software are frequently presented with an electronic license agreement or click-through agreement that establishes the purchaser’s rights and responsibilities to use the software after having agreed to the vendor’s terms and conditions. Once

VCOM Software Procurement and Licensing Compliance Policy

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