Software Renewal at FCS

Disclaimer: This article touches on guidelines for how the majority of software gets through the IT Governance Process and to procurement with minimal rewrites. Success, steps, and interactions may vary considering the type, scope and length of the project. If you have a question while working through this process, don't hesitate to ask the IT Liaison. 

What does renewing mean?

This article intends to guide Facilities and Campus Services (FCS) employees through the Software Renewal process in accordance with current IT Governance practices. To ensure software solutions from vendors are paid for, follow security best practices, and continue to function, they will need to be renewed annually basis. Renewals are necessary because over the course of a year many things can change, like the:

  • Number or type of active licenses
  • Price per license
  • Method of purchase could have changed.
  • Additional features
  • ...And More!

It is on the functional admin of the software to ensure the terms of the contract reflect the current needs. Please ensure every license will go to someone who needs it. 

Renewal Prerequisites

Regardless of what technology is being renewed, ensure the following actions are completed:

  • Check with FCS IT Liaison or other departments if licenses can be combined.
  • Ensure the right number of licenses are being purchased.
  • Secure funding and determine if a P-card or Purchase Order (PO) will be used.

Renewal Process

  1. Submit a new Statement of Need for the year. Be sure to include "Renewal" in the title.
    1. Fill out the Web Accessibility Evaluation.
    2. Fill out the Technology Risk Assessment.
  2. Submit an approved Statement of Need and other required documentation to the appropriate place in the Procurement Gateway
    1. Purchase with an I Want Doc (IWNT): when there is a contract or a purchase order is needed. Include the following when applicable:
      1. Approved Statement of Need email.
      2. Technology Risk Assessment Results and supplemental documentation requested during this process. 
      3. Web Accessibility Assessment Results and supplemental documentation requested during this process. 
      4. Contract, Invoice, ITPSA or Order form from the vendor.
      5. Approved Project Charter, if needed.
    2. Purchase with a Pcard when no contract is needed/available. Include the following when applicable:
      1. Approved Statement of Need email.
      2. Technology Risk Assessment Results and supplemental documentation requested during this process. 
      3. Web Accessibility Assessment Results and supplemental documentation requested during this process. 
      4. Receipt from the vendor.

There are very few cases where a statement of need is not required. Please reference this article for more information.

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