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Do you purchase SOFTWARE in your role as a UTA employee or faculty member? Software includes not only downloadable desktop programs, but also cloud-based applications accessed through a web browser. If you do, you need to know the following:
ALL software acquisitions must be pre-approved by UTA’s Offices of Information Technology and Information Security, regardless of cost (even free!) and funding source. UTA has developed a streamlined process for our software purchasers to gain these approvals, including an integrated process for legal review of contract terms if and when that is required. This process is not only easy, but it also assists you in complying with UTA policies and procedures and ensures UTA’s compliance with state and federal laws governing our use and purchase of software.
STEP ONE:
- Submit your software purchase request to uta.service-now.com/selfservice. (Save this link in your favorites bar for easy access!)
- Click on “Request Something” at the top of the page in the blue header.
- Scroll down to the section entitled “Desktop or Lab Hardware & Software” and click on “Software Purchase Approval.”
- You will then be guided through the process.
STEP TWO:
- Wait for your approval message! This message will provide further guidance on how to proceed with your purchase either by purchasing with your PROCARD (if it is an eligible PROCARD purchase) or by submitting your requisition to Procurement.
- If there are concerns identified by OIT or ISO, you will receive notice that additional steps are required prior to approval. For example, this could include ISO discussions with the vendor about their security practices or perhaps a legal review of the terms of the agreement.
STEP THREE:
- Relax –you have followed all the required UTA policies and procedures and helped UTA comply with the laws governing your new software purchase!
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