How to request software licensing through UK ITS
To streamline software licensing requests and ensure that protected data remains secure, an effort between University of Kentucky Information Technology Services (UK ITS), UK Procurement and UK Legal has led to the launch of a new form for purchasing software and requests for subscription licensing.
The change comes after UK Legal, UK Procurement and UK ITS identified risks in the current process of reviewing contracts used to buy software. The new form makes compliance with various regulatory requirements easier, and it also helps identify any risks in the process.
“Protected data means data or information that has been designated as private or confidential by law, contract or by the University. Protected data includes, but is not limited to, employment information, medical information, education information, personal financial information, or other individually identifiable information (Social Security Number, Passport, etc.), research data, trade secrets, and classified government information,” according to Administrative Regulation 10:7.
Should protected data be compromised, it could cause significant personal and financial harm to employees and the university.
The software and subscription form (found here) should be filled out by someone with knowledge of IT and university finances. Follow these steps, listed in the knowledge-based article Submitting a Software and Subscription Licensing Request when filling out the form:
Click the down arrow and enter the name of the requester in the search field. Select the requester from the displayed results.
Enter your College, Department, or Unit.
Enter the UK Area. Select from Campus, Medical Center, Enterprise, or External.
Enter the product name.
Enter the name of the manufacturer or licensor.
Enter the contact name of the manufacturer/licensor sales rep.
Enter the email of the manufacturer/licensor sales rep.
Enter a detailed description of how the product or software will be used.
Enter where the service will be hosted. Select from Cloud Service, Hosted on premises, or Desktop/Laptop.
Select yes or no if any classified data will be stored, processed, or transmitted by the solution.
Select yes or no if the software can process credit cards or other transaction types.
Enter what percentage of the University's users would be affected by service interruption. Select from Single user, Department, College/Unit, or Enterprise.
Indicate (Yes/No) if this software is essential to the operation of the University of Kentucky.
Select yes or no if the cost is over $10,000 and if the CIO has signed for the approval of the purchase.
Click Add attachments to upload any documents that will provide additional information.
Click Submit.
If requesting software purchasing for UK HealthCare, please visit the UK HealthCare Service Now website. After referencing the knowledge-based article above, if you still have questions, please reach out to your department’s IT administrator and Business Officer.