Software license procurement process

The purpose of this policy is to ensure the safety and reliability of university systems and data. Jun 10, 2011 one of our virtual user group vug members has kindly shared their process for authorization and procurement of software. Software license management is a key process for all organizations and can be quite complex depending on its reach. Although the process comes with a few difficulties, license recycling is an excellent way to save money, reduce waste and leverage. In a basic sense, it ensures that only legally procured. The bottom line is that audits have become an unspoken part of the routine conversation between procurement and. With the help of capterra, learn about oracle procurement cloud, its features, pricing information, popular comparisons to other procurement products and more. Working together, you can reduce your compliance risks, cut costs in the process of managing and purchasing software licenses, and demonstrably increase the. Government finance officers association best practices in software selection and business process improvement mike mucha deputy executive director director, research and consulting. As a procurement professional, you have a strategic role to play in your.

You save when purchasing standard software b via the dynamic global sourcing. This process is currently being used by the company for desktop software requests. Depending on what type of license the department acquires, there are different process for maintaining the license documentation. What is it procurement process and how to manage it. Best practices in software selection and business process. It procurement and licensing solutions itpals is the office that is your point of contact for computing hardware, software, and software as a service, or computing services. Having a clear idea of which licenses are in use and how often provides visibility on software usage that will help with the recycling process.

Software purchases require it involvement if any of the following. Softwareone provides expert advisory and vendor management services to help you meet and exceed your goals. Evidently, the procurement department needs to have a clear and complete view of the it and software asset estate and license ownership in the organization to fulfill these tasks, which they achieve by working with it asset managers. You need software that aligns with longterm business goals and meshes with your existing infrastructure, but dont want to waste resources on overpriced or redundant technology. Clickthrough software a clickwrap agreement also known as a clickthrough agreement or clickwrap license is a common type of agreement often used in connection with software licenses. License procurement solution aspera software asset management. Otherwise, user are responsible for funding for fee licensed software and rcss can handle the procurement process.

Such software provides a set of planning tools to use the model, organize the subprocesses, related tasks and workflows. Provide a full service approach to software acquisitions by. Aws marketplace find, buy, deploy and govern software. It involves keeping an inventory of all purchased software licenses and lining. Hardware and software procurement policy institutional. It asset management asset management process itil docs. Campus software university technology services oakland. This flow chart diagrams the process a department or individual must follow to make a new software purchase renewal software acquisition. The software can also maintain a product inventory and gather data to improve profitability. Leverage sourcing best practices, streamline and automate on one unified sourcing and procurement platform native to. Project managing the rfp process for software acquisition, a. Software license management benefits and best practices. This process starts when someone submits a request to the purchasing department. It involves keeping an inventory of all purchased software licenses and lining that inventory up with deployed software installations.

Software is at the core of your computing needs, providing the tools that allow your staff to operate and communicate efficiently. Best practices for software license management techrepublic. Such forms of agreement are mostly found on the internet, as part of the installation process of many software packages, or in other circumstances where. This document defines the process through which institutional hardware and software purchases are made. Desktop software is available through a variety of suppliers preapproved by the purchasing department. The agenda contains five action items that may best be carried out through a collaboration between practicing it procurement managers and academic researchers. Software license management is the process that ensures that the legal agreements that come with. It is the responsibility of software purchasers and users to procure and use software in a manner that strictly adheres to all applicable university policies as well as all licensing provisions, including installation, use, copying, virtualization, maintenance, service, restrictions on the permitted uses andor the number of users, and other.

Apr, 2018 software license management which defines a standard process to manage and optimize the purchase, deployment, maintenance, utilization, and retirement of software within the organization. Proper procurement procedure consists of seven main procurement process steps. Oracle fusion procurement standardizes, streamlines and automates the source to pay process. An it procurement process, formal or informal, exists in every organization that. Software purchase and approval flowcharts business. The starting point to software license management implementation is to find out where you currently. When a hardware or software request comes in, procurement and itam are responsible for the approval process around the request. Maybe youre still using paperbased renewals and applications, or the. Why procurement must work with it and software asset. University software purchases penn state purchasing. Together we work through a fourstep process to develop a contract con. Applying a structured, project management approach to the request for proposal process can lead to better decisions for purchasing and implementing largescale.

Obtain the intelligence to perform accurate spend analysis, understand contract risks, and reduce procurement costs. A software renewal includes ongoing support and maintenance for existing software. License procurement solution aspera software asset. The commonwealth procurement rules govern how entities buy goods and services, and are designed to ensure the government and taxpayers get value for money. A complex procurement management software solution allows for. As users of information systems increasingly find themselves in roles as customers of multiple technology vendors, this it procurement process assumes greater management significance. The process of software license recycling often passing a license along to be reutilized within the organization, often by returning unallocated licenses into a pool to be later assigned to a new employee. Ub also has some universitywide licenses that are available for departments at no charge or for a nominal fee.

Software procurement and licensing compliance standard. The key helps ensure that the user is in compliance with software vendors or creators restrictions and is authorized to use their software. All software that is purchased and licensed from thirdparty vendors, developers. This form serves only as a purchase requisition, until such time as approved by purchasing. Software asset and licence management best practice flexera. Tackle the challenges facing your procurement team head on. All software used for um administrative, academic, teaching, learning, clinical, and research activities, including software obtained through its, health system information technology services hits, or other school, college, or departmental software procurement. The request can be relatively simple a new software license. Making sense of software licensing articles and howtos. Corporations have become reticent to spend millions and take several years to develop large software applications that are obsolete by the time they are implemented. Conversely, procurement must commit to being involved in the it asset management process, as they are a key ingredient in the success of an itam program. Procurement, human resource and service cataloguehelpdesk to allow the collection.

Contract management can now be controlled by efficiently managing all contract data and building an endtoend digital software purchasing process. Evidently, the procurement department needs to have a clear and complete view of the it and software asset estate and license ownership in the organization to fulfill these tasks. Procurement and contract management can easily be done on one platform. An it procurement process, formal or informal, exists in every organization that acquires information technology. Software license management is the process that ensures that the legal agreements that come with procured software licenses are adhered to. We require that if the license does not preclude it, and there are not node or other resource limits, that the software is make made available to all users on the cluster. Software license purchasing, however, presents all manner of challenges, and is often laborious and confusing for businesses. If the software is intended for academic or research purposes, the purchasing department is encouraged to complete and submit a purchase requisition to the purchasing department at the same time the software and hosted solution checklist is submitted. Software licensing and maintenance strategic sourcing expertise. This policy does not apply to software license subscriptions, and such purchases should not be processed via direct pay. Procurement process flow example click on image to modify online what is the procurement process. A great it asset management program should have procurement involved in the purchasing process, license distribution, contract negotiation and software usage tracking. Document and standardize your procurement processes. Best practices for software license management, part 2.

Software license management, or slm, is part of overall software asset management sam capability and involves the process of reducing. Get all of this with a software asset management tool, and start making strategic purchasing decisions, lowering costs, and strengthening your negotiating position. It procurement frequently asked questions it procurement. Builtin connectors integrate with your existing procurement processes, so you can streamline your purchasing for software, regardless of the backend erp, purchasing portal, or spendgenerating platforms that are used. The right cloudbased procurement solution can take many of the headaches out of the supplier onboarding process by moving all your data to a secure and shared space in the cloud, with realtime, complete, and transparent access for all stakeholders. Many vendorside license compliance groups now have revenue quotas and their account teams are trained to spot auditgenerated revenue opportunities. Procurement software is used to automate the purchase process. Why procurement must work with it and software asset management. Supplier onboarding best practices purchasecontrol software. The coupa procurement system provides consumer ecommerce shopping ease and streamlines procurement management processes so you can reduce costs while saving your employees valuable time. Any request must be submitted via their helpdesk system and passed onto the procurement team to ascertain whether licensing is needed, and then identify the next steps required to satisfy the request whilst maintaining records and compliance. This flow chart diagrams the process a department or individual must follow to make a renewal purchase of software. Tender for oracle software license procurement for rfp.

Can you explain the purchasing process and provide guidelines on how to submit a requisition in hokiemart. Yes, in accordance with university policy 3015, contract signature policy and procedures 3. With this information, the sam slm team can ensure license optimization, inform the software procurement team on renewal, and have visibility. Software procurement process as of july 25, 2014 your agency will need to purchase a software license for abledoc in order to upload documents to the electronic official personnel file eopf. This policy applies to any purchases of hardware or software using university funds.

Source ones it strategic sourcing experts can help identify your software licensing and maintenance needs, match software suppliers and solutions to your requirements, and provide visibility into the best software pricing available in the market. As businesses undergo rapid digital transformation, procurement processes must be streamlined in order to ensure operational efficiency and drive ongoing roi. Most organizations do not deploy 100% of the software seen at demos many organizations dont come close. When a hardware or software request comes in, procurement and itam are. This practice, number two in the series, takes a closer look at it software procurement and its unique considerations such as licensing, source code, and data ownership. Saas contract management license procurement management. Ubertech can show you how to make such a strategy possible and maximise the potential of your business. Asset disposal which defines a standard process to decommissioning the it assets due to damage loss theft eol as per the organizational, legal, and. Software license management which defines a standard process to manage and optimize the purchase, deployment, maintenance, utilization, and retirement of software within the organization. Sam technologies track license expiration, thus allowing the company to. If you are starting to build your process from scratch or looking to refresh your existing processes i hope you find this document useful. The submission of the form initiates the software procurement process. The process cannot be managed without using strategic procurement and sourcing software solutions.

Alinitylicense management software software procurement checklist why do i need a checklist. Evaluate software sitelicensing and volume procurement options that meet specified criteria. Court, the registrar is responsible for all procurement functions of the court. Provide a full service approach to software acquisitions by simplifying the process for faculty. Contracts or licenses may be the culmination of an original procurement process e. For per user or per workstation basis licenses, the department must maintain.

Periodically perform internal audits to verify accuracy, completeness and. Youre probably reading this because youve identified that your current solution doesnt quite meet the needs of a modern association or regulatory body. The software procurement process is a twoway street if you provide more information to potential vendors about your. Software procurement can be a timeconsuming, expensive, and laborintensive process. With coupa procure, you achieve the highest eprocurement system adoption across all your users whether theyre employees, managers, finance or suppliers.

Your software license management process should include a few key things. Alinitylicense management software software procurement checklist. Software asset management sam is a business practice that involves managing and. Purchasing software administrative services gateway. On flexibility this software can be procured as a traditional software license and installed onpremise, subscribed to and delivered from cloud to our choice or deployed in a hybrid combination of both cloud and on premise. Standard public sector software procurement is challenging and requires special skills and strategies for success. Software purchasing guidelines it procurement and licensing. Software procurement process as of july 25, 2014 your agency will need to purchase a software license for abledoc in order to upload documents to. The requisition serves accounting operations as a notice of intent to use funds from a certain departmental budget or fund.

The purchasing process begins with the entry of a requisition into hokiemart at the department level. Software license metering is a process that can assist with license recycling by tracking software usage and finding opportunities for reuse. We can help you with the process for procurements and clarification of requirements. Software procurement advisory services softwareone. Software license management whether onpremises or in the cloud eliminates purchasing blind spots, making it faster, more efficient, and more responsive to business needs. Coupa procurement is part of the industrys leading enterprise procuretopay solution that brings consumer ecommerce shopping ease to your procurement management processes so that you can achieve cost savings while saving your employees valuable time when they are purchasing goods and services or even looking for the right information to get their work done. The process framework and key issues identified by the sim it procurement working group suggest an agenda for future efforts to improve the management of the it procurement process. Maximize your investment and track and manage your contracts with effeciency and. Saaslicense provides a simplified approach to software application contract life cycle management clm with full visibility into your saas contracts and license utilization, organizations can now eliminate saas related inefficiencies and hidden software costs.

Finance looks after the commonwealth procurement framework, and assists both government and business through advice, support and. It used to be about acquiring products and services for the best price. Software license audits have become an unspoken part of the routine. Alinitylicense management software software procurement checklist do they all renew their. And since seal integrates with eprocurement, sourcing, contract lifecycle management, and supply chain management systems, it helps reduce cost leakage, increase overall savings on purchases, monitor risk exposure, and enhance.

Openprocurement is an open source procurement software toolkit that automates procurement processes. Software license and audit policy columbia business school. Our procurement software prices make procurement process simple for organizations. Basic procurement training university of texas system. Well defined and publicized employee policies against software piracy. The request can be relatively simple a new software license for the marketing department or complex a new office in guatemala. Software and hosted solutions must follow a prepurchase compliance process. Asperas solutions leverage your existing systems while adding the essential software license management piece. License key also known as a software key or product key this is usually a long string of letters and numbers that you enter at some point in the software installation process.

Software and procurement policy rcss documentation. Jul 19, 2018 vendors have responded by turning software license audits into a revenue stream. Many corporations are opting to purchase and license vendor software. Assist with the full life cycle of software agreements by coordinating license acquisition, tracking, and records management. Free procurement software procurement software is used to automate the purchase process.

Now, its also about giving executives the analytics and guidance they need to make better business decisions. Vendors have responded by turning software license audits into a revenue stream. Business aspect software procurement practice guide page. The keys to reducing software license spending are application configuration optimization, recycling software licenses. Reason and process used for selecting the supplier. Acquiring any information technology resource for the university will entail a contract or license, with license commonly appropriate for software or software as a service.