IT Review – License Renewal

Service Description The service provides an IT Specialist review of any existing software (including SaaS) license or subscription renewal to ensure strict alignment with our college’s IT security, privacy guidelines, and operational needs.
Service Scope The scope of this service includes:

Service Scope Curriculum Software Academic Software Non-Academic Software
Request “IT Review – Software” service. Issues or mitigations must be adequately addressed to proceed with the renewal. No[1] No1 No1
Software Asset Management (SAM) Integration: Ensure that all software asset information is accurately captured and managed within a SAM tool. This helps in maintaining an up-to-date inventory, avoiding redundant software purchases, and ensuring licenses are efficiently utilized and compliant. Yes Yes Yes
Vendor Management: For software supported by ITS, we assess the vendor support model and service levels to ensure that they are meeting ITS standards and expectations. No Yes (if applicable) Yes (if applicable)
BRM Documentation and Endorsement: Accurate and comprehensive documentation of the review process, providing clear endorsements that include essential details for informed decision-making and procurement documentation. Yes Yes Yes

 

[1] Required if the software has added new functionality or if an assessment has not been done for over 3 years.
Intended Users Business owners of software.
Service Requirements Service request must contain the renewal quote(s), effective renewal dates, existing contract, and any other procurement documents such as a Limited Tender Form. (LTF). The requester is also required to coordinate the completion of vendor response to BRM questionnaire.
Service Deliverables BRM responds to an email to business contract owner including any risks and proposed mitigations. The risk owner must provide confirmation of identified risks being mitigated before proceeding with a purchase order.
Request Process Send an email to the BRM queue at brm@algonquincollege.com
Service Performance Levels 60 business days 90% of the time.
Support Information Users get updates from BRM Monthly Status Reports and by contacting the BRMP Lead.