Software
Scope
- software licenses
- software contracts
- applications
- data solutions
- cloud-based services (SAAS)
Request & procure
Consultation and installation services are available for the purchase of software. The service includes:
- analysis of user needs
- providing information about the current options
- purchasing assistance
- installation or deployment
IT should validate and approve any software requisition to ensure the following:
- operationality
- performance
- compatibility
- compliance with Concordia’s computing environment
All software to be purchased must be requested using a purchase requisition.
All software (including paid and no cost) must have a privacy impact assessment performed.
For paid software:
- The privacy assessment is initiated through the purchase requisition process
- Credit card purchase exceptions must be requested by email and approved by the Chief Information Officer or delegate before using the software
For no-cost software:
- The privacy assessment must be initiated by the requestor through the software privacy impact assessment in-take form and first be approved before using the software
- If you require assistance completing this intake form, please contact IT Support
- Learn more about security and privacy at Concordia
Unapproved software may be subject to removal or additional security configuration and restrictions as required.
IT Support manages site and volume licenses for the University community.
Learn more about the standard software licenses available through site license agreements for the most commonly used software.
The number of software versions must be minimized to facilitate the effort required for testing software and minimizing risks of unpatched applications.
Existing approved software is preferred if it offers the same or similar features.
Receive
Software is delivered to the creator of the purchase requisition, requesting department, or IT Support depending on the specific vendor. If IT Support receives the software, a technician will be in contact with the requestor to schedule deployment.
All software media, download or storage links and credentials, and any license information must be stored securely, with access granted only as needed.
Deploy
IT Support has the responsibility of deploying software securely according to standard processes and procedures. Once the software is received, open a service request with IT Support for assistance with the installation or deployment.
The software can be installed only if it’s compatible and compliant with the targeted devices. No unlicensed, outdated or unsupported software is installed on University IT Assets.
Maintain
Software deployment and license allocations will be tracked in a central repository for University IT Asset data. Likewise, uninstallations will be tracked, and the licenses released for new installations (when permitted by the terms of the licensing agreement)
Requests for software maintenance, transfers, or changes will be directed to the appropriate IT Support which will update the central repository for all University IT Asset data and track in a service request ticket.
Software must be kept up to date at all times with security patches regularly installed.
Where an employee is ending their employment relationship with the University, or a student is no longer undertaking any University activities or have completed their academic activities, it is their responsibility to return all University IT Assets to their immediate supervisor or academic coordinator, as applicable, to be re-purposed or decommissioned.
Decommission
IT Support and departmental IT Asset administrators will ensure that software University IT Assets are evaluated for internal reuse where possible.
All unused, outdated, uncompliant, unlicensed, or unsupported software should be removed from University IT Assets as soon as possible.
Audit
Government mandates that the University conduct regular ongoing asset inventory and security audits in conjunction with departments. It is the responsibility of all employees to ensure that irregularities identified in IT Asset Management audits are corrected in a timely manner.