Procuring Additional Licenses at FCS

This article intends to guide Facilities and Campus Services (FCS) employees through the process of gaining additional licenses through the year in accordance with current IT Governance practices. Annual renewals may be necessary and routine, but off-schedule license changes, can be just as familiar if these steps are followed.

What's the difference between this and renewal?

This article intends to guide Facilities and Campus Services (FCS) employees through the process of gaining additional licenses through the year in accordance with current IT Governance practices. Annual renewals tend to be routine, expected, and prepared at least 2 weeks before the contract is scheduled to end. On the other hand, unexpected license increases can happen at any time and won't follow the same steps as a regularly scheduled renewal. There are several steps to determine which route will best suit your needs. Please use the following steps to troubleshoot getting access and ensure your departments licenses are grouped and renewed together. 

Additional Licenses Process

There are several steps to determine which route will best suit your needs. To ensure the licenses are grouped and renewed together, please follow the steps in sequential order to troubleshoot. 

1. Check this CIT web page to see if Cornell University holds licenses for this product/service. Submit a ticket, if the search is successful. 
2. Find the Functional Admin/License Owner of the product and ask them if there are any available licenses.
3. Contact the IT Liaison and ask whether the last statement of need was submitted for this product within the last year:
   1. If there is one, move onto the next step.
   2. If there was not one, follow up with the functional admin. They will have context on why it wasn’t created and if you can be added during the renewal.
4. Determine if license(s) can be purchased using a Purchase Order or P-card?
   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.