Software & Enterprise Applications

Before purchasing new software, check whether the software is already licensed or available through the university. Using existing solutions can reduce costs and streamline support.

Software on Campus

Ensure the software is compatible with university-supported operating systems, including Windows and macOS. Compatibility issues can affect deployment, support, and user experience.

Determine how many licenses are needed and how the software will be used. Consider whether the software will be installed on a single device, shared across multiple users, or deployed in labs, classrooms, or departmental spaces.

Review all costs associated with the software, including one-time purchase fees, annual subscriptions, maintenance agreements, upgrades, and ongoing support expenses. Recurring costs should be planned for within departmental budgets.

All software used at the university must be accessible and compliant with applicable accessibility standards. A current Voluntary Product Accessibility Template (VPAT) should be obtained from the vendor as part of the evaluation process.

If the software has a campus-wide impact, involves multiple departments, or requires significant coordination, it may need to be managed as a formal project. The Project Management Office (PMO) can assist by initiating the Project Intake Form to evaluate scope, resources, and timeline.

Software that integrates with the university NetID system requires security and technical review. The scope of integration must be assessed to ensure proper authentication, data protection, and scheduling for implementation.

If the software connects to other campus systems (such as Canvas or Blackboard Transact), it must be reviewed for compatibility and integration requirements. These projects require coordination with system owners and may affect implementation timelines.

Determine whether the software is hosted on university infrastructure or by an external vendor. Cloud-based solutions typically require completion of the Software as a Service (SaaS) checklist prior to approval.

Campus-wide installations or lab deployments must be scheduled in advance. Timing may be impacted by imaging cycles, maintenance windows, and technology area submission deadlines.

All software purchases must have a confirmed funding source before approval. Consider whether costs are one-time, recurring, or shared across departments, and ensure budget alignment prior to submission.

Software costs are typically covered through departmental operating budgets. Units are responsible for planning and absorbing ongoing or one-time expenses as part of their regular financial resources.

Departments may submit funding requests to the Provost’s Office for new software purchases. All requests must include a clear business case and justification demonstrating academic or operational need.

Each year during the Budget Call (typically in March), Deans and Vice Presidents submit prioritized technology requests using the Computer Technology Request form. Submissions must include full cost details, quantity, and justification. Requests are reviewed by Information Technology and approved based on priority and available funding.

The Capital Budget Plan supports large-scale initiatives such as classroom or building renovations, major one-time software purchases, or program-wide technology changes. Planning begins in October and is finalized in January as part of the annual capital budgeting cycle.