Software Assessment, Information Technology

Information Technology Software Assessment

Information Technology’s software assessment process is designed to support existing campus efforts to improve efficiency and identify potential cost saving opportunities by collecting and presenting information needed for decision-makers. Information Technology does this in concert with those making the request for software, those funding the software, and those approving the software purchase.

Information Technology has created a structured, consistent review of new and continuing software licenses/contracts to assess value including need, demand, cost, and efficacy.  In addition, IT will coordinate and facilitate software assessment efforts upon request. As facilitator, IT also provides review, and oversight of: contract compliance (licensing), efficiencies in spending and alignment of resources, review of critical security and accessibility standards, system integration, with a consistent approach to support strategic initiatives and reporting.

When is a software assessment completed?

1. When a request is made to purchase new software.
2. When an existing software license/contract is coming up for renewal (initiated by IT or by software owner)

Definitions

Asset: Software is an asset. All assets are owned by the College. The definitions below are working definitions.

Asset Owner: This is the individual(s) who uses the software. This may be the same person who requested the software.

Asset Sponsor: Individual who advocates for the asset, and gains funding for the software. This person also completes and submits the SCAF.

Functional Lead: For Enterprise level software, this is the main user of the software who works with IT to keep it running.

SCAF: Spending Constraints Attestation Form, Required and added in response to COVID-19. Link to SCAF.

Software license: The software license is a contract between the campus and the seller.

VPAT: Voluntary Product Accessibility Template is a document that explains how the product conforms to the 508 Standards for IT Accessibility.

Software Assessment Process

1. Software is either requested through the IT Self Service Portal or a renewal ticket is initiated within IT.

2. In collaboration with the software owner/sponsors/vendor/campus systems etc., IT collects and documents information (including but not limited to the following):

   1. Funding source

   2. SCAF

   3. Need, what need does this software tool meet? (as related to strategic alignment/ academic objectives). How does this software meet this strategic need? (what are the required outcomes and how is that success measured?)

   4. Confirmation that this tool is not duplicate functionality of existing software and that other options to maximize fiscal and resource efficiencies and are have been explored.

   5. What is the scope and impact of the need? How does the software need to be accessed and who needs to use it? How frequent? campus (fac/staff and/or student), cross-divisional purpose, department, course(s), individual, remote, lab etc,..

   6. Functionality: what is the necessary functionality of this software?

   7. What are the expectations of software owner/stakeholders/ users have for support in using/accessing/setting up this software and if there are any issues?

   8. Data security

   9. Infrastructure compatibility and security

   10. Cost, including licensing model options 

   11. VPAT (if the asset owner or asset sponsor has specific questions about accessibility, engaging the Office of Accessibility is recommended).

   12. License terms and conditions

   13. End user license agreement

3. All documentation is recorded in the Team Dynamix System (TDX)

4. All documentation provided to and is reviewed by leadership

5. Decision is communicated