University of Central Oklahoma
Request for Software/Service Review and Approval
Please complete ALL required fields (optional fields are marked with an asterisk). Obtain required signatures and then mail this form and copies of
supporting documentation to the UCO Technology Support Help Desk, Box 122. The form and supporting documentation will be scanned and attached to
a new service request. The request will be associated with the individual requesting approval and an e-mail with the request details will be sent to the
provided e-mail address. Please allow 30 business days to process this request.
Forms received that are complete and include the requested attachments will be reviewed and processed by Technology Support within 2 to 5 business
days. That information will then be sent to the Office of Information Technology via Campus Mail, where it will typically be reviewed and processed within
2 to 5 business days. It will then be sent to Legal Services via Campus Mail and should be reviewed and processed within 2 to 5 business days.
Contracts will then be sent on to the Executive Vice President for the final UCO signature. For incomplete submissions, processing will be delayed until
the necessary information is provided by the individual requesting approval (Technology Support will not contact the vendor for information). If a server is
involved, this process could take much longer, depending on whether a new project must be started.
Section A – Individual Requesting Approval
Name:
(First)
UCO ID #:
*
(MI)
E-mail:
Department:
(Last)
@uco.edu
Phone:
Classification:
Provide the e-mail addresses of other people
to notify of status changes to this request.
*FYI/Notify:
Section B – Software/Service Needing Approval
Name:
Version:
Web page:
Web address (URL) for specific
software or service, if available.
Publisher/Developer:
Microsoft, Adobe, Apple, etc.
Section C – Purpose of Software/Service
Provide an overview
of the software or
service, including
how it will be used at
UCO.
Overview/
Application:
*If for instructional use, please complete Section D below. If for administrative use,
you may skip Section D.
Intended use:
Section D – Software/Service for Instructional Use
In what courses will
this software or
service be utilized?
Courses:
Section 508 compliant?
See
http://www.section508.gov/
If “No”,
explain:
If “No”, please
explain how
accessibility needs
will be met.
Revised July 27, 2016
Section E – Selection of Software/Service
IDENTIFICATION OF REQUIREMENTS
Process:
How were
requirements
identified? Who
was involved?
List:
Provide a list of the
requirements
identified.
IDENTIFICATION OF SOLUTIONS
Process:
How were potential
solutions identified?
Who was involved?
List:
List potential
solutions identified.
If only one, explain
why. (sole source,
recognized industry
standard, etc.)
EVALUATION OF SOLUTIONS
How were potential
solutions evaluated?
(trial installations,
vendor demos,
customer reviews,
etc.)
Process:
Section F – Implementation of Software/Service
Where:
In what buildings and rooms
will the software or service be
installed? Please provide
computer names, if available.
How:
How will the software or
service be installed? Who
will perform this installation?
When:
What is the planned date to start using this
software or service? For instructional use,
when is access to the software or service
needed, in order to allow enough time to
integrate into coursework?
Who:
Who will be using this software or service?
Staff, Faculty, and/or Students?
Approximately how many of each? Are
these numbers expected to increase over
time? If so, what is the anticipated growth
rate?
Revised July 27, 2016
Section G – Technical Specifications
If help is needed, please solicit the vendor’s assistance to complete this section.
Product
Type:
If option [2] or [3] is selected, please expect additional delays in processing this request. For all applications hosted on OIT-managed
servers, this request will be forwarded to the Office of Project Management to start a new project. Project timelines typically range from
2-4 months for small applications and from 6 months to 1 year for larger applications.
THIS SECTION IS REQUIRED FOR ALL PRODUCT TYPES
CLIENT
REQUIREMENTS
MINIMUM
RECOMMENDED
CPU/Processor:
.
.
.
.
RAM (Memory):
.
.
.
.
Hard disk space:
.
.
.
.
Other hardware:
Operating system:
Windows XP
Windows 7
Mac OS X 10.4-10.6
Check all
that apply.
Other:
List *ALL* dependencies,
helper applications,
plug-ins, etc., including
versions. (Internet
Explorer 6.0 and above,
Adobe Flash Player 9.0
and above, Sun Java
J2RE 1.6.0 and above,
Microsoft .Net Framework
2.0 SP1, Windows Media
Player 11, QuickTime
Player 7.1, RealPlayer
12.0, etc.)
Other
software:
A summary of client requirements is
available at this URL, or in the attached
document. (You must still complete all
“Client Requirements” sections above.)
*Web page or
attachment:
THIS SECTION IS REQUIRED FOR PRODUCT TYPES [2] AND [3]
SERVER
REQUIREMENTS
MINIMUM
RECOMMENDED
CPU/Processor:
.
.
.
.
RAM (Memory):
.
.
.
.
Hard disk space:
.
.
.
.
Ports needed for hardware
keys, etc.
Other hardware:
Operating system:
Other
software:
*Web page or
attachment:
Windows Server 2003
Windows Server 2008
Other:
Check all
that apply.
List *ALL* dependencies,
helper applications,
plug-ins, etc., including
versions. (IIS with
WebDAV and ASP.Net,
Apache Tomcat 5.0,
Microsoft .Net Framework
1.1 SP1, SQL Server
2005/2008, etc.)
A summary of server requirements is
available at this URL, or in the attached
document. (You must still complete all
“Server Requirements” sections above.)
Revised July 27, 2016
Section H – Legal Agreements
Attach copies of ALL legal agreements applicable to this product.
Attachments
(check all
that apply):
End User License Agreement (EULA)
Terms of Use (typical with product type 4 above)
Contract (typical with product types 2-4 above)
Privacy Policy (may apply to product type 4 above)
Other:
Section I – Purchase Information
If help is needed, please solicit the vendor’s assistance to complete this section.
Quote:
Quote should include cost of licensing, maintenance and support, training and other
professional services. All information below is still required, even if listed in the quote.
Quote attached (required)
VENDOR INFORMATION FOR PURCHASE ORDER
Name:
Street address (line 1):
Street address (line 2):
City:
State:
Telephone:
Fax:
ZIP:
Country:
Tax ID (FEIN):
Name of sales rep and
their contact info.
*Representative:
Can we purchase the requested software or service from this vendor via
an existing state contract? If so, please provide the contract number.
*State contract:
PRODUCT LICENSING
CLIENT
Number of
licenses:
.
Initial cost per
license:
Cost per add’l
license:
.
Enter “Site” for a license allowing unlimited use at one
campus site. Enter “Unlimited” for a license allowing
unlimited use at an unlimited number of sites.
.
Do not include the cost of training, implementation,
customization, etc. Do not include initial
maintenance or support if it is billed separately.
.
What is the cost per additional license? If licenses
must be added in “packs”, note the size of the pack
(i.e. $1,000/10-pack).
SERVER
.
.
CLIENT
SERVER
.
$
$
CLIENT
SERVER
.
$
$
Per device or per user? Named users/devices or
concurrent? Please answer both questions.
License model:
PRODUCT MAINTENANCE
Annual maint.
cost per license:
CLIENT
.
$
SERVER
.
%
$
.
.
%
Include maintenance cost per license, and show that
cost as a percentage of the original non-discounted
license cost (typically 15-25%).
PRODUCT TRAINING
Total cost:
(include travel, meals, & expenses)
Per-person cost:
(total cost divided by people trained)
$
.
Duration:
$
.
People trained:
(in hours or days)
.
(number of employees trained)
.
.
.
OTHER PROFESSIONAL SERVICES (IMPLEMENTATION, CUSTOMIZATION, CONSULTING, ETC.)
Please provide a brief explanation of these services and their costs, and ensure that they are listed in the attached quote.
Revised July 27, 2016
Section J – Technical Support
Once implemented, how critical will this
software be to performing work or
providing instruction? When problems
arise, how quickly do they need to be
resolved to ensure minimal impact?
Criticality:
Who will be expected to provide first-level technical support for this
software or service? If this is a UCO entity, ensure that you have
communicated this expectation (and the criticality, as defined above)
to them and that they have agreed to provide this support.
First-level
support:
Vendor support:
Is unlimited technical support included in the quoted maintenance fee for this software
or service? If not, what is the cost per incident (or per hour, if billed hourly)?
VENDOR TECHNICAL SUPPORT INFORMATION
Telephone:
E-mail:
Hours of operation:
Website:
Alternate methods of support that are
available, such as a wiki, forum, blog,
user community, live chat, and/or listserv.
Other:
Section K – Software Updates/Upgrades
If help is needed, please solicit the vendor’s assistance to complete this section.
SOFTWARE UPDATES & PATCHES
How often are “release-quality” updates
to this software typically made available?
Frequency:
How is the software
updated? Are these
updates automatically
downloaded and
installed? Is there a
vendor-provided method
to do this? Is third-party
deployment software
necessary to facilitate
this? Will this be the
responsibility of each end
user? If so, how will the
updates be made
available to them? If
used in a computer lab or
classroom, how often do
these updates need to be
applied and how will this
be managed to avoid an
undue burden on
technical support staff?
Update
process:
MINOR VERSION UPGRADES
(i.e. upgrading from version 5.1 to 5.2)
How often are minor version upgrades to
this software typically made available?
Frequency:
Are minor version upgrades included in the
maintenance cost? If not, how much does a minor
version upgrade typically cost? Are professional
services typically needed to implement the upgrade?
Cost:
MAJOR VERSION UPGRADES
(i.e. upgrading from version 5.2 to 6.0)
Frequency:
Cost:
How often are major version upgrades to
this software typically made available?
Are major version upgrades included in the
maintenance cost? If not, how much does a major
version upgrade typically cost? Are professional
services typically needed to implement the upgrade?
Revised July 27, 2016
Section L – Media & License Management
Media:
Is the software provided on physical media or
downloaded via the Internet? If on physical media, in
what physical location will the media be stored? If
downloaded, how will a copy of the download be
maintained for future use?
License
Mgmt:
Who will record, maintain, and secure all license
materials, such as certificates and product keys?
Who will be responsible for ensuring that maintenance
for these licenses is renewed each year?
Section M – Review & Sign
SIGNATURE
PRINTED NAME
.
DATE
.
.
.
I have completed sections A through L to the best of my ability. As necessary, I have sought assistance from the vendor and others in
order to complete this form. For all computers on which this software will be used, I have attempted to ensure that hardware and software
requirements and recommendations are met or exceeded. I have attached a complete quote (formal, if possible), as well as a copy of all
legal agreements applicable to the purchase and use of this software or service. I understand that typical software/service approval
requests are processed within 10 to 20 business days and that an incomplete submission will delay the processing of this request.
Section N – Approvals
SIGNATURE
PRINTED NAME
DATE
Department Head:
Technology Support:
Office of Info. Tech.:
Legal Services:
Executive V.P.:
Section O – Attachments
DOCUMENT TITLE
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Section P – Technology Support Use Only
Date Received:
Service Request Number:
Revised July 27, 2016