Purpose

To achieve optimal efficiency and effective use of the technology in the workplace, a department must have a plan for the purchase of software.

Scope

Departmental management, technology staff, and users.

Process Overview

1. Conduct a software needs assessment:
   • Consider your department's software needs in terms of maximizing workflow, responsibilities and resources in your unit.
2. Review and follow Property Management Overview.
3. Review and follow Property Management's Acquisition of Capital Equipment.
4. Develop departmental standards:
   • Based on your needs assessment, determine software standards for your unit. The standard should be based on the overall needs of the department and the specific needs of each user within the department.
     
     NOTE: The University of Houston has standards that departments may elect to adopt. Incorporating the standards used by IT allows employees access to user support by the central IT department. Refer to IT Support Standards for more information.
5. Document your standards and communicate them within your unit.
6. Establish a mechanism to ensure software licenses are acquired to satisfy your departmental requirements and safeguard your systems.
7. Purchase software through a variety of ways:
   • Software with Site Licenses - IT has acquired campus site licenses for Microsoft and McAfee products. These products are available to students, faculty and staff for the cost of the media. See the Purchasing website for more information on site licenses.
   • Discounted Software - IT has partnered with Purchasing to purchase publicized software at discounted rates to campus users. See the Purchasing website for more information.
   • Other sources - Software can also be purchased at Cougar Byte, as well as from the Texas Department of Information Resources (DIR).
8. Ensure that the purchase of all software meets the requirements set forth in SAM, "The Ethical and Legal Use of Micro/Personal Computer Software."
9. Refer to and follow the recommended guidelines for installing and configuring software (see IT Support Standards).
10. Annually review software to ensure it is consistent with your departmental standards.

References

• Purchasing
• Department of Information Resources: Products and Services

Guidelines

• Software Support

Procedures

• MAPP 03.03.01: "Property Management Overview"
• SAM Policy 07.A.02: "The Ethical and Legal Use of Micro/Personal Computer Software"