New Software Purchase or Acquisition Request (Pilot)

Service Description

Prior to purchasing or installing software, a review process is required to ensure that software used at Mines complies with a variety of Mines policies, requirements and best practices related to areas such as:

  • Privacy
  • Security
  • Technology and Infrastructure requirements
  • Licensing
  • Accessibility
  • Purchasing and procurement
  • Export control
  • User support
  • Pedagogical best practices (for academic software)
  • Service redundancy

Requesting software be reviewed ensures that the data of our campus community is protected and that new software is implemented as efficiently and effectively as possible.

Note that this service is for software acquisition and not a software installation request, which can be requested using this service instead.

Audience

Mines Staff, Faculty

Service Levels

Software procurement reviews may take up to 4-6 weeks to complete. In certain circumstances (scope, expense, complexity, etc.) some reviews may take additional time, be designated an I&TS project (request estimated to take over 100 hours of effort to implement) or require a formal request for proposal (RFP) process (over certain dollar amount). As a result, it is strongly recommended that requests be submitted as early as possible. A requester can review the status of their request anytime in TeamDynamix. While every effort will be made to approve software requests, please be aware that in some cases software requests may be denied. In the event a request is denied, the requester will be provided additional information specifically documenting why the software was denied.

Requirements

To initiate the software review process, the software request form must be completed fully and as accurately as possible. Additional information may be requested of the software vendor or initial requester as the review is in process. The Vendor Request Form can be found attached to this knowledgebase article.

Please be prepared with Software and vendor information (when applicable) prior to starting the submission process, as the form requires specific pieces of information for approval consideration and the form can not be saved for retrieval and later edits.

Service Charges

There is no charge for this service, however, funding for software is the responsibility of the requester to provide or identify. Approval of a software request does not represent financial approval.

Requesting the Service

This service is initiated by completing the request form. It is strongly recommended that a copy of the request form be downloaded and reviewed prior to starting the official form to ensure you have the necessary information available to fully and accurately complete the form. Due to the variety of software, the request form may take up to an hour to complete.

Documentation

Additional information about the software request and review process is available at this knowledge base article, which includes:

Vendor Request Form

A PDF version of the form