Software Request & Approval

Next Steps: The Software Intake Process Explained

This is what happens after you submit your Software Intake Form (SIF).

Step 5: Compatibility Assessment

ITS will review the software specifications to assess if the software is compatible with the SJC computing environment. ITS may contact the vendor to provide this information if it is not available on their website.

Step 6: Licensing & Contract assessment

ITS will review the vendor’s contract & licensing agreement to identify any issues that may conflict with the intended use case, expected purchase price, regulatory compliance & the College’s policies & procedures, & expected vendor service & support levels.

Step 7: ITS will request test versions of the Software

If there are no issues identified during the compatibility & licensing & contract assessment, ITS will either contact the employee or the vendor to request test versions of or access to the software-as-a-service.

Step 8: Testing

Once test versions are received, the software is either installed in the SJC environment for testing or accessed if it is a software-as-a-service. ITS will perform testing to ensure the software is compatible with the SJC computing environment.

Step 9: ITS issues an IT approval number

The results of the assessments & testing are documented & reviewed by ITS leadership. If approved, ITS will notify the requesting employee by email that the software request has been approved & ITS will issue an IT approval number to Contracts & Purchasing. This approval number is needed by Contracts & Purchasing to approve the purchase.

Step 10: Employee Submits a Requisition

After receiving an email notification of the approval, the employee requesting the software can then submit a requisition to purchase the software which includes licensing &, if required, media.

Step 11: Acquire Licensing & Media

After the software has been purchased, copies of the software or access to the hosted software will be submitted by the vendor to ITS for packaging & deployment.

Step 12: Packaging

Given copies of licensing and media, ITS will package software applications for deployment in the SJC network environment.

Step 13: Software Deployment

The software will be deployed to computers & or users as licensed & designated by the requesting employee.

How long does this overall process take?

This overall process can take 10 to 90 working days depending on the nature of the request, the responsiveness of the requesting employee & vendor, & if we receive the request during peak support periods prior to the start of the semester or around College holidays and closures.

What happens if My software Request is not approved?

We want to make sure that your software has not already been purchased by someone else & is safe, affordable, & will work to deliver the benefits you expect from the purchase.

In the unlikely event where we do not approve your software request, we will work with you the identify an alternative software or solution that meets your needs.

Licensing & Copyright

Software applications are protected by copyright laws from both the federal and state level.  Vendors typically have licensing guidelines in place that determine the cost and usage of available software and, by law, the College is required to abide by these requirements.

Prior to making software purchases, users should thoroughly read any accompanying license agreement to ensure they are aware of licensing requirements. Users should take licensing into consideration when requesting an application as various options may exist. Possible licensing options may include:

• Single-User License: This type of license allows only one user the right to utilize a software application. Details of the license may vary by software distributor. For example, one may require that the software be installed on only one machine while another may allow it to be installed on several machines as long as the licensee is the only user.

• Multi-User License: This type of license allows use by more than one individual and installation on more than one machine. Like single-user licenses, cost and use are determined by the number of licenses purchased; however, multi-user licensing allows the buyer to purchase licenses in bulk rather than individually.

• Site-licensed: In some cases, this indicates that the software can be installed on any computer within an organization with unlimited use; however, some site licenses may be limited to a specific number of users.

• Concurrent License: A concurrent license means that a software application may be installed on unlimited computers; however, only a limited number of users can access the software at one time. Concurrent licenses may be managed in multiple ways; such as by license server or dongle.

• Open Source: This type of license typically refers to unlimited installs and use. Open-source software also includes the source code and users are allowed to utilize and/or modify the source code. Various open-source licenses exist. While the software is free a majority of the time, some licenses may require the software be purchased before use.

• Click-Through License: Refers to an agreement that appears during the software installation process in which, if the user proceeds (i.e., clicks “Next”), they are consenting to the licensing standards set forth by the distributor.