Application Management site walkthrough of all form fields

Below is a description of each field found in the ILR Application Management site. To jump straight to the procedure for using this site, click here.

Required fields are in bold:

1. Application Name (required): The name of the software, for example, "Tableau" or "Mail Chimp"
2. Vendor Information
   1. Vendor Name: The company that makes the product.
   2. Vendor Contact Name: The name of the person at the company who you have worked with the purchase the product.
   3. Vendor Contact Email
   4. Vendor Website
3. Notification Recipients
   1. Product Owner (Person who will carry out renewal) (required): Select the name of the Cornell person who will be handling the renewal process and who will need to be notified about that. This person could be a technical person or an administrative person depending on the software renewal process. Type the person's last name or netid which should bring up their name.
   2. Business owner: Select the name of the requester or a primary Cornell user or business leader involved with this software who can decide if the application will continue to be used and should be renewed. This person will get a single email regarding each renewal. Type the person's last name or netid which will bring up their name.
   3. Email CC: Add an email address here if desired (does not need to be a Cornell address). This email address will be CC'd on the single email that the Business Owner gets.
4. Software License Information
   1. Last Renewal Date (required): If you wish to get notifications, select the date upon which the software was last renewed. This doesn't have to be the exact day, but try to be relatively accurate as the notification schedule will be calculated based on this date.
   2. Renewal Status (required): If you wish to get notifications, leave Renewal Status at "Renewal Completed".  If you do not wish to get notifications, select "Not Applicable".
   3. Renewal Interval (required): Select the interval at which renewals occur.  If they occur more frequently than yearly, select yearly and note in the Notes field that the interval is actually monthly. (The university strongly encourages renewals on a yearly basis.)
   4. Number of Licenses
   5. Number of Users or Units: this may or may not be distinct from the number of licenses.  For instance we might have two 10-user licenses.  In that case, the 10 would go here and the 2 in the line below.
   6. Next Renewal Date: This shows as blank during the initial entering of a new record, but will be calculated and shown subsequently, once the record is saved.
   7. Leave the Active checkbox checked for a new entry. Only check this box if you are no longer using the software.
5. Fiscal and Administrative
   1. Department (required): Select your department. This is used to group items on views so that you can more easily find your information.
   2. Funding Source: Select the appropriate funding source. If a different source is required, please submit a ticket to ILRTS requesting the change to the picklist.
   3. Cost: Enter the cost of the software renewal for this year. If the cost has changed you can note this in the Notes section.  The Cost field is used in reporting to estimate yearly cost of renewals.
   4. Account Number: Enter the appropriate account number.
   5. PO Number: Cornell purchase order number. <---Removed 5/18/2023 (never used)
   6. EDOC Number: Cornell EDOC number. <---Removed 5/18/2023 (never used)
   7. Payment Type: Select whether this is paid via charge card, PO, etc.
   8. Category: Select one or more categories that best describe the uses for this software. Please choose at least one, and if you would like to request additions to this list please submit a ticket to ILRTS to request the change to the picklist.
6. IT Governance and Compliance
   1. Data Classifications (required): Select one or more data classifications as appropriate. Please choose at least one.
   2. Applicable Compliance: Select any appropriate compliance if applicable.
7. Process Management
   1. SoN Status: Use this this track the status of your Statement of Need form.  This field resets at the beginning of each notification period so it will be ready to be used again.
   2. TRA Status: Use this this track the status of your Technology Risk Assessment form.  This field resets at the beginning of each notification period so it will be ready to be used again.
   3. WA Status: Use this this track the status of your Web Accessibility form.  This field resets at the beginning of each notification period so it will be ready to be used again.
   4. Statement of Need text: The first time you fill out the IT Governance Statement of Need form, copy each text block into this field so that you can easily copy/paste for renewals in the future.  Note that the statement of need text usually also constitutes the "purpose" for the I-Want doc.
   5. TRA text: The first time you fill out the IT Governance TRA form, copy each text block into this field so that you can easily copy/paste for renewals in the future.
   6. WA text: If applicable, enter any text related to establishing the status of web accessibility for this product.
8. Other
   1. Notes: Enter any other information as desired. If the renewal interval is shorter than one year, enter the actual details of the renewal interval here as well.