Software Renewal

1. Confirm license renewal and licensee details with purchasing team (client services or department’s software manager)
   • How many licenses to be renewed? 
   • How many are not in use/can be reallocated?
2. Once confirmed, proceed to the Software Purchase Process below

Software Purchase Process

1. Submit the Software Purchase Request Form
   1. Contact information
      • “Requested on behalf of” can be the person the software is meant for (If only one person) or another contact to be clued in for the purchase
   2. Software Information
      • “Software name” - As it appears on the vendor’s website and include the version detail, if applicable
      • “Software company” - vendor of the specified software as it appears on the vendor’s website
      • “Software description” - business use case (similar to the use case on the VRA Request form) 
        • Include why this software is critical to business for the purchase to be fulfilled
      • “Total cost” - attach invoices or quotes supporting this cost 
   3. Identify Software Recipient(s)
      • List all who will receive the software so that Client Services can properly carry out installation of software
        • Verify the email address when adding to ensure you have chosen the proper person. In some cases, staff have a middle initial you may need to add when searching for them
   4. Provide Vendor Information 
      • Include relevant contact information in any case when reaching out to the vendor is necessary 
   5. Vendor Risk Assessment (VRA)
      • If there is no previous Software Agreement and/or VRA in place, a VRA must be completed before the purchase can proceed (see Appendix A for more details) 
   6. Would you like Admin IT/Client Services to facilitate the purchase/requisition? 
   7. Billing Information 
      • Make sure to use the correct Chart of Account string(s)
   8. Authorization 
      • Department Approver – designate an approver for this purchase (AdminIT cannot process the request until approval has been granted) 
        • Verify the email address when adding to ensure you have chosen the proper person. In some cases, staff have a middle initial you may need to add when searching for them
2. Attachments - attach quote/invoice for Total Cost & supporting documents if necessary 
   • Supporting documents may include SCM Approval form, Appendix DS, Business Associates Agreement (see Appendix A for more) 
3. Once submitted, the request is sent for approval to the approver designated on form
4. If necessary, confirm quote/cost with purchasing team
5. Receive software, if required
   1. Installation/Deployment is done by Client Services

Appendix A: Data Governance for Information Security