Introduction

Thank you for taking the time to read about obtaining software at Western. The purpose of this article is to educate our campus community on the processes that happen when a software purchase request is made.

Who is Involved?

Before your software request even makes it to Contracts and Purchasing, your request may be routed through some or all of the following:

• ATUS Software Services

• ATUS Learning Systems Team

• Information Security Office

• Accessibility Committee

• Enterprise Application Services

• Enterprise Infrastructure Services

• University Bookstore

• University Privacy Offices

Each review takes time and suggestions might be made to use an existing product, to purchase an alternative product, to seek design, configuration and/or implementation guidance, to submit a request for formal project management, or to move forward with your purchase.

The Process

1. Check Western’s Existing Software Catalog

It is possible that Western already owns the product you wish to buy. Western may also have a product that provides very similar functionality. You must first check our Software Catalog before moving forward with your request. The Software Catalog contains a list of pre-approved software. If you find your product, or a similar product you wish to buy in the Software Catalog, fill out the Software Request esign form. If you do not find your product, or a similar product, please proceed with the next step.

2. Gather Information

We will be asking you to submit a Software Request Form with some information needed to begin the process. To successfully complete the form, you will need to gather the following information:

1. You must identify a WWU business contact for your product. This person has budget authority for the purchase.

2. You must identify a WWU technical contact for installation and support. Please note that Information Technology Services (ITS) and departmental IT must agree to support your product if that is your expectation.

3. You must identify a WWU security contact for your product, if different from the technical contact. The security contact is responsible for:

   1. Ensuring secure configuration of the product.

   2. Tracking upgrades and security patches needed for the product.

   3. Designing and maintaining access control.

   4. Working with the Information Security Office on any security reviews and mitigations that need to be implemented.

4. You will need to provide vendor contact information. A sales contact and technical contact is preferable.

5. You will need to provide an estimated cost for the product, the licensing type/structure, and the number of licenses you will need.

6. You must identify the funding source for your product.

7. You need to research and identify if you will need any new hardware and identify the technical contact to support it (individual, departmental IT, ITS).

8. You will have to classify your data and identify any confidential information.

9. If your product requires authentication, you need to identify the authentication mechanism such as single sign-on (SSO). The vendor can help you understand the requirements.

10. You need to identify any integrations your product will need with other University systems such as Banner, Canvas, OnBase, Cashnet, the data warehouse, etc.

11. You will need to obtain the vendor’s Voluntary Product Accessibility Template (VPAT).

3. Fill Out the Western Software Request Form

After you have all your information, you must fill out the WWU Software Request Form. The form will be routed to Software Services and they will determine next steps.

4. Wait for Evaluation by Software Services

Software Services will review your request. If your request is incomplete, they will contact you for details and help you understand what information still needs to be collected. They will also evaluate the request to make sure you have correctly identified that the software is needed. If they deny your request, they will contact you and help you find an alternative. If the request is granted, the form will then be routed for the appropriate reviews. You may be contacted to provide additional information.

5. Wait for Review Bodies

After submission of the Software Request Form, it is likely your purchase will require reviews by several review bodies.

• All new software has to have an accessibility review to ensure compliance with University policy POL-U1600.07, Ensuring Accessible Information Technology.

• Any confidential data that the software is processing must be identified. A review by a University privacy officer may be required.

• Software storing, transmitting or accessing confidential data must have a security design review done by the University’s Information Security Office.

• Software requiring virtual or physical hardware must be reviewed by Enterprise Infrastructure Services (EIS). EIS also provides authentication configuration.

• Enterprise software or software with complicated implementations might require the support of the ITS Project Management Office (PMO). The PMO will need to scope the project and schedule the implementation.

• Software that can be classified as a textbook or learning materials may need approval and support from the University Bookstore.

• Software requiring integrations with Canvas must be evaluated by Academic Technology User Services (ATUS) Learning Systems.

• If you want support from ATUS, the ATUS Desktop Support Services must evaluate your request.

6. Wait for Determination From Software Services

Software Services will collect the information from all the review bodies, and determine any additional tasks that must be completed prior to approving your request.

7. Perform Additional Tasks Required By Review Bodies

The review bodies might request that you do some additional tasks. Some examples include asking the vendor for clarification on product functions or configuration, working with your technical team to provide some details on implementation, or having a dialog with the accessibility team on issues they identified. If your software purchase requires full project management, you will meet with the Project Management Office. Project Managers are in high demand and your implementation timeline could change to months or even years.

Timeline for Process

If no issues are found by the review bodies, you may expect the timeline below.

Open

Factors Changing Timeline of Purchase

Note that the following tasks may delay the purchase of your software:

• Software Services requests that you collect additional information prior to routing to review bodies.

• Review bodies request you collect additional information or perform other tasks

Time to Implementation

After your request has been approved by Software Services, you will have to submit your request to purchase the software in the Contract Management Module. Contracts & Purchasing have their own timeline to complete their tasks.