Software Purchase

Overview

IT Services can assist UFV employees with both individual user and departmental software and hardware purchases.  Both software and hardware are considered restricted purchases and can be purchased on behalf of the user by IT Services.  Purchases of these items require a separate procedure regardless of the dollar amount and cannot be made using a credit card (PCard), Blanket Order (BO) or Direct Invoice (DI).

Restricted items specific to IT Services include:

  • Computer Hardware (Computers, Monitors, Laptops, Tablets & Printers)
  • Software
  • Cellular and office phones

Software Inquiry

If you are unsure of the software you require or would like a quote on a specific license use the Additional Comments box in the Software Purchase Request form to specify details and request a recommendation or quote.  Be sure to include the name of software (if known) the need of the department/user, the number of licenses required and the requested date of completion.  An IT Services employee will reply to your inquiry.

Software Purchase Procedure

If you are ready to purchase software for your UFV computer/laptop complete the Software Purchase Request form.

Complete one request form for each software application requested.  If you have questions regarding your submission or status of your request, contact the IT Service Desk.  Please Note: This form will also be sent to the Spending Authority of the budget code provided for approval.

You will need the following information on hand to complete the request form:

  • Employee Name (who will use the software)
  • Department
  • Office Number
  • Software Name
  • Number of licenses required
  • Whether the software is for Administration/Employee Use or Classroom/Computer Lab Use
  • Requested date of installation
  • Is quote required before purchase
  • Budget Code
  • Spending Authority name
  • If the software is new, a renewal, an upgrade or unknown

Common standard software requests:

  • Adobe Acrobat Pro
  • Adobe Creative Cloud (20+ apps including Acrobat Pro DC, Photoshop, Illustrator, Lightroom, and InDesign)
  • Microsoft Project
  • Microsoft Visio
  • EndNote
  • Snagit

Software Expectations

By using a software license, you are only purchasing the right to use the software. You do not own the software and cannot redistribute it to others.  Keep in mind, software cannot be returned.  

Some licenses are based around a yearly maintenance fee and specific to one machine and/or user, and often a single license cannot be used for multiple machines or users.  If you require software for multiple machines/users, be sure to include that in your software inquiry to ask about licensing options.

 

Service Name Purchase and install new software
Service Users All employees
Description IT services can assist users with individual, departmental, and organizational software purchases.
Features Supports both standard and non-standard software purchases by specific processes.
Category Computers, Software, and Printing
Sub Category Software
Supporting Services SCCM
Banner Finance Module
Service Owner Client Technologies Manager
Business Owner CFO
Authorized Requesters

Director

Department Assistant
Administrative Assistant
Executive Assistant
Program Assistant
VP or Dean, Administrative Assistant as authorized by VP or Dean
Instructional Department Head
Manager

Employees on the Exceptions List (internal list of authorized requesters maintained by IT Services)

Request Process User fills out a web form in TDX
The form gets delivered to the Software Manager as a ticket
Approval Requirement/Process

Must ensure that there is budget and that the budget owner approves it.

Requirements and Pre-requisites Information:
  • Employee Name (who will use the software)
  • Department
  • Office Number
  • Software Name
  • Workstation ID Number
  • Number of licenses required
  • Whether the software is for Administration/Employee Use or Classroom/Computer Lab Use
  • Requested date of installation
  • If quote required before purchase
  • Budget Code
  • Spending Authority name
  • If the software is new, a renewal, an upgrade or unknown
Turnaround Time for New Requests Variable: 1-4 weeks depending on the software and approvals
Requester Responsibility

User gets the SPR and/or any Spending Authority approvals. User must supply contract information for new software requests (e.g. SaaS, cloud, or on-premises).

Support Hours Standard business hours
Hours of Availability/Planned Downtime Standard business hours
Support Process Contact the IT Service Desk or check the online portal for request status
Support Owner Client Technology Manager
Support Documentation TDX Knowledge Base (if applicable to specific software)
Customer Costs Software procurement/licensing costs
 
 
Submit Software Purchase Request

Details

388
Created
Fri 2/7/20 3:09 PM
Modified
Thu 7/2/20 5:10 PM