Introduction
All software and digital platforms must be reviewed by LTS and Procurement prior to purchase, renewal, or use. For new products or those which have undergone significant updates, LTS may reach out for additional details from those who submitted the review request and the software developer. If the product interacts with sensitive data, LTS will need to complete an IT risk assessment for the product as part of the review process. Procurement will review the license agreements associated with the product to make sure they comply with Wisconsin procurement requirements. If modifications to the license agreement are needed, Procurement will work with the developer to make those changes.
Software and Digital Platforms Review Eform
Review Process
- Complete the request eform and attach any associated documentation that has been provided (quote, invoice, agreements, documentation etc.). Please note that while documentation is not required, any provided resource is helpful during the review process.
- LTS and Procurement will review the product and license agreement and may reach out to the eform initiator, primary contact, vendor, or developer to collect additional information.
- Once the review is complete, the request initiator and primary contact will receive a message with details regarding the review process. If a purchase is needed, documentation and instructions will be provided to complete the purchase.
- Additional coordination regarding implementation of the product will then be organized by LTS and Procurement as needed.
Scope
The products that are included in this review process are broader than they may seem at first. Any digital product which includes a license agreement that instructs how a product is legally obtained and used are included in this process. The following is a list of items commonly included in the scope of this process, but others may be included depending on the circumstances…
- Desktop/Device Software: Any software product that runs locally on a University desktop, laptop, server, or other device (tablet, phone, dedicated device, etc.). Installers and other resources to install the software are usually delivered digitally but may also be distributed via physical media (USB drive, CD/DVD, etc.)
- XaaS (Anything as a Service): This category refers to software, platforms, and infrastructure solutions delivered as a service over the internet. These systems are often solely web-based but may also be combined with client software installed on a computer, server, or mobile device.
- Digital Media: Any media or resource that is distributed digitally are often governed by license agreements in a similar fashion to other digital products. This includes a wide breadth of goods such as video/audio/still media, eBooks, fonts, or services like research/professional content databases.
- Maintenance and Support Agreements: These products provide extended maintenance for digital products that include upgrades as they become available and support from the developer to troubleshoot problems.
Contact Info
IT questions:
LTS Consulting
ltsconsulting@uwec.edu
(715) 831-1367
Procurement questions:
purchasing@uwec.edu
Frequently Asked Questions
How long will it take to process my request?
The review process varies greatly depending on the product. If the product is being renewed and has previously been reviewed, the process will usually be complete within a few days to two weeks. If this is a new product, a system that will require significant implementation efforts, a product that interacts with sensitive data, a product with significant costs which require additional procurement processes, or has license agreements which require modifications, the process will likely take a longer time to process. LTS and Procurement will communicate with the those who submitted the request during this process, but early submission for systems that will likely need additional review is encourage.
When should I submit my request?
If there is a date by which a product is needed or by which an existing product needs to be renewed, it’s always good to start the process early. For existing products or those which will likely not need significant review, six weeks prior is a good timeframe for submission. For products which will likely cost over $5000, interact with sensitive data, or will need significant IT implementation and Procurement processing efforts, please submit your request as soon as possible even if internal reviews are not complete or purchase is not certain. LTS and Procurement review processes for complex systems can take extended amounts of time to complete.
How will a purchase be completed?
The purchase process for a product is very dependent on the cost of the product and how the vendor wishes to receive payment. Procurement and Accounts Payable will determine the best way to complete the purchase and pay the vendor as part of the review process. For most products, the request will be processed as a purchase order. For some low-cost items, Procurement may provide guidance on placing the order utilizing a purchasing card.
Can use purchasing card to buy software?
Procurement will provide guidance on how the software can be purchased once the review process is complete. If Procurement determines that use of a purchasing card is needed, you will receive an email authorizing the software purchase to be placed on a purchasing card along with additional guidelines for actions after the transaction is complete. The authorization email must be added to the Workday expense report when reconciling your purchasing card transactions.
Workday Job Aid: Create an Expense Report - Employee
How will I access the product once the review is complete?
That depends on the type of product purchased and how the vendor/developer chooses to distribute the product. In most cases, the vendor/developer will reach out to LTS Consulting with details on how to distribute the product and then LTS Consulting will coordinate deployment or access to the product after the software has been documented. If the vendor/developer reaches out to and employee/department directly, LTS asks that any information provided be sent to LTS Consulting so that it can be documented for future reference.
Can I integrate a product with the Canvas LMS?
Canvas integrations are reviewed and authorized by the Universities of Wisconsin Digital Learning Environment team but staff from the Center for Excellence in Teaching & Learning (CETL) can assist with navigating that approval. Please make certain to note the intention to integrate the product with Canvas when submitting your software request eform for review. Coordination with the product developer and the Universities of Wisconsin Digital Learning Environment team must be completed before purchase.
UW Digital Learning Environment: Canvas - External Application Integration
Can the product be accessed on a personally owned device?
The ability to access software purchased with University funds on a personally owned device depends on the nature of the license agreement and what the developer allows. Many web-based software-as-a-service products make no distinction on how the online portal is accessed. Some may require connecting to the UWEC VPN (Global Protect) if accessing them from off the campus network. Products installed on University computers, servers, and virtual environments will need to be examined on an individual basis. If you must have access from a personally owned device, please make note of that need in your request and LTS Consulting staff will review the request with that in mind.
Can a software review request be denied?
Yes, requests for software products can be denied. The most common reasons why a request is denied is because the terms of the associated license agreements do not meet Wisconsin Department of Administration procurement guidelines or the product does not meet Universities of Wisconsin IT security guidelines. If a product does not meet those guidelines, Procurement or LTS will reach out to discuss options and alternatives.
Do I need to complete this process if accessing free products?
Yes, free products must meet Wisconsin procurement and IT security guidelines regardless of cost. Free products must be submitted for review prior to use.
Do I need to complete this process if a product is available from the Windows or Mac app stores?
Yes, while the app stores do provide easy access to software products, associated agreements and IT security concerns must be reviewed prior to use.
Do I need to complete this process if I personally own the product?
Personally owned software products must be reviewed as their agreements can limit how the software is used. It’s common for license agreements to include restrictions on how many devices a software product can be installed on or the ownership and management of the hardware where the software will be installed. Review is necessary to make sure use is in compliance with the license agreement.
Do I need to complete this process if the product is included with the purchase of other products and hardware?
Yes, software products included with hardware purchases will still need to be reviewed by Procurement and LTS for procurement guideline compliance, IT security, and implementation evaluation prior to purchase.
Procurement Policies and Guidelines
UW - Eau Claire Procurement SharePoint Site
IT Security Policies and Guidelines
UW System Administrative Policy - Information Security: Data Classification
UW System Administrative Policy - Data Classification Examples