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Enterprise Software Acquisition: Buying Software 101
Thinking about purchasing software for your department? Before you sign up, start a trial, or contact a vendor, there is an Enterprise Software Acquisition process that needs to be followed.
The process helps Missouri State make informed decisions about software purchases and ensures that new software will work well within the university's existing technology environment.
A Few Things to Keep in Mind
Start early.
Software acquisition can involve several departments and levels of review, so it is important to begin the process before committing to a vendor or purchase.
You don't need to have everything figured out.
If you know the problem you are trying to solve but don't know which product is right, that's okay. The process can help identify options.
The process may look different for each purchase.
The level of review depends on the software, cost, data, integrations, contracts, and potential impact to the university.
Most importantly: don't purchase first and ask questions later.
Starting early gives Missouri State an opportunity to identify existing solutions, address concerns, and help make sure the software is a good fit before the university makes a commitment.
What types of software does this apply to?
The process applies to software and technology services being considered by Missouri State University departments and offices, whether managed by Computer Services/MIS or directly by a department.
Examples may include:
- Business and administrative applications
- Academic or instructional software
- Cloud-based or Software-as-a-Service (SaaS) products
- Software that uses university data or integrates with university systems
- Technology services requiring university accounts, authentication, or other university resources.
The process may involve Missouri State – West Plains, Computer Services, Information Services, Procurement, Information Security, accessibility, or other campus partners, depending on the purchase.
Why is there a process?
Buying software is more than choosing a product and paying for it. New software can affect university systems, data, security, accessibility, networking, support, contracts, and other departments.
The acquisition process helps us:
- Avoid unnecessary purchases by determining whether an existing university system can meet the need.
- Evaluate the software for security, accessibility, technical, networking, and support considerations.
- Understand the total cost and commitment, including contracts, renewals, implementation, and ongoing support.
- Make sure the appropriate people review and approve the purchase before the university commits to a solution.
What do I need to know before I start?
You don't need to know all the technical details. Be prepared to provide:
- What problem are you trying to solve?
- Are you replacing something we already use?
- Do you already have a product or vendor in mind?
- What do you know about the cost?
- Who will use it, what information will it contain or access, and will it need to connect to other university systems?
What should I expect?
Not every request will follow the same path. Depending on the purchase, the process may involve technical, security, accessibility, networking, procurement, legal, or other university reviews.
Software purchases can take time to research, evaluate, approve, contract, and implement. Starting the process before committing to a vendor or purchase helps prevent delays and may uncover an existing solution that meets your needs.