Software purchase policy

I. Background

As good stewards of Augustana College resources, it is important to ensure a consistent and structured process towards the purchase of vendor provided software products and data management services. Today's technology environment is "solution rich" providing many products which create more efficient business processes, capture greater revenue, and enhance user experience. Careful evaluation and review of technology partnerships for strategic, fiscal and security alignment has become even critical as the college and individual offices and programs look to improve service through implementation of commercial data services and technology.  

II. Purpose and scope

The purpose of this policy is to provide members of the campus community with guidelines regarding the purchase or acquisition of software/hardware of the type described under section IV. Applicable software/hardware. This policy defines the process for acquiring such software/hardware and seeks to prevent situations where departments or administrative units purchase systems or data services without involving Purchasing, ITS and General Counsel. Successfully implemented solutions will require a coordinated effort of users and administrative support to ensure:

• A system or service is warranted based on documented business needs
• All potential solutions are evaluated using pre-defined criteria
• Acquisitions are approved by the appropriate administrators
• Initiatives are sustainably funded and adequately resourced
• Compatibility with existing systems
• The evaluation and selection process is transparent and open to all needing to participate
• Contractual obligations are reviewed
• Compliance with governing security and privacy policy
• Training and support issues are understood

Please note that the general purchasing guidelines will still apply where the scope of this policy doesn't apply.

III. Acquisition process

Members of the campus community interested in purchasing software/hardware systems (of the type described below under Applicable software/hardware) are strongly encouraged to contact the Purchasing Department, ITS or General Counsel before purchasing the software/hardware or entering into any agreement with a vendor to use the software/hardware either remotely or locally. Each office plays an important role in the acquisition process.

The typical steps are:

1. Develop a business justification for the initiative. This summary will help to provide context for all participants in the acquisition process. The document should include:
   1. Purpose of system including a brief description of the current process and the benefits expected with the addition of the system
   2. Project lead person
   3. Estimated expense and source of funding
   4. Expected timeline
   5. List of campus stakeholders
2. Selection process All system searches are required to include the following:
   1. Documented functionality requirements (What are the basic functions a solution have to perform to meet goals)
   2. A minimum of three potential solution providers
   3. Documented comparison criteria for rating
   4. IT system integration review
3. Administrative Approval All purchases will require the approval of senior administrative budget managers
4. Contract, Master Service Level Agreement Review

The college's General Counsel and CIO will need to review all technology or data services contracts and agreements prior to signing.  Contract review is essential for data security, privacy, ownership and documenting expected service levels.

IV. Applicable software/hardware:

This policy specifically pertains to software/hardware acquisitions that fit one or more of the following criteria:

1. Any hardware/software systems where ITS support is required or expected during initial implementation or any time thereafter. This primarily refers to software used for administrative and academic support purposes, which is cloud or server-based and multi-user. It could, however, include certain desktop/workstation types of software if ITS resources are expected.
2. Multi-user software requiring IT networking expertise to configure and operate.
3. Server-based software/hardware requiring a server and/or database locally hosted and managed by ITS resources.
4. Remotely hosted software that will house Augustana owned data, especially employee, faculty/staff, or student data.
5. Systems or services with implementation, annual maintenance,  licensing fees exceeding $2500 annually or over the life of a contractual agreement
6. Lab software/hardware of any type that will require configuration by and resources of ITS
7. Systems that require an interface to central administrative systems (such as Colleague or Moodle) regardless of where such systems are physically located or managed. Required interfaces to ERP systems typically take the form of file extracts.

Examples of interfaces are file imports/exports, dynamic web services, and APIs, among other types.