Using the ILR Application Management Site

Overall Process

The ILR Application Management site includes a list of applications used in ILR that are regularly renewed.  Beginning in 2020, Cornell Purchasing has enforced a rule that requires that all IT-related purchases, including regular software renewals, must follow a central IT governance process that includes submitting a Statement of Need (SofN), a Technology Risk Assessment (TRA) request, and, depending on the nature of the request, a Web Accessibility assessment request (WA).  In order to avoid being caught unaware by a renewal without adequate time to handle the request, we have created a system to help track renewals and notify the appropriate people in time to carry out this process.

This site and accompanying database stores information about each application, its renewal date, pertinent contacts, and text for use in the various central IT governance forms. 6 weeks prior to renewal, notifications will be sent to the primary user/requester and the technical or administrative person in charge of the renewal process (these may be the same person, but often are not). Then, each week a notification will be sent to the technical or administrative person as a reminder until the renewal has been completed.

The site also contains optional finance-related fields and reporting that can be used to determine the cost of software renewals in a department or overall.

Process tracking fields help people remember where they are in the renewal process.

After a Renewal has been Completed

Notifications will continue to be sent weekly until the Renewal Status field on for the application record is set to "Renewal Completed". Each notification email includes instructions on how to stop notifications, and also includes a link directly to the record in question. Additional documentation can also be found on the site.  When a renewal is marked complete, the "timer" resets until the renewal interval has passed again.  Note that the three process tracking fields remain as set by the user until the next renewal notification period, at which point they reset to their default value of "Action Required".

To add a new application to the list:

1. Browse to the SharePoint site in a web browser: https://cornellprod.sharepoint.com/sites/ILR/techserv/dbprojects/appstrack
2. You may be prompted to log in using your netid and password.
3. Click on the "Enter New License" button on the right side of the page:

3. A form will appear. Enter data as appropriate. Required fields have asterisks next to them.  For a detailed explanation of each field, click here.
4. Click Save at the bottom right to save the record.

To find an existing application in the list:

There are several ways to find existing applications in the list:

• Click the link in any notification email.  All notifications sent from the system contain a link to the application that the notification pertains to.
• Type the name of the application in the search bar at the top of the home page.
• Click "Application management" in the list of links in the right-hand column, click on your department name, and view the list.

To attach approval emails:

When you receive approvals for the statement of need, TRA and, if applicable, WA, attach them as follows:

1. Drag the approval email(s) out of Outlook and onto your desktop (this will not remove it from Outlook, but will make a copy of it in the new location).
2. Open the desired record.
3. Click "Edit Item" at upper left

6. Click "Attach File" at upper left"

7. Click "Browse" and location the email file you created in step 1
8. Click "Open"
9. Click "OK"
10. Repeat for any additional approval emails
11. Click "Save"