Body
Use 'Request Service' button for further assistance.
Include introductory information at the top of the article.
Enterprise Software Acquisition Workflow
What happens after I submit a request?
The Enterprise Software Acquisition process helps Missouri State evaluate software purchases before the university commits to a vendor or solution. The exact path can vary depending on the software, cost, intended use, and impact to the university.
1. Define the Need
The first step is understanding what problem you are trying to solve.
We’ll look at:
-
What you need the software to accomplish
-
Whether it is replacing an existing system
-
Whether you already have a specific product or vendor in mind
-
Whether an existing Missouri State solution could meet the need
The goal is to avoid purchasing something new when an existing solution may already meet the need.
2. Research Available Solutions
If an existing solution cannot meet the need, the request moves into researching potential solutions.
This may include:
- Reviewing software already available at Missouri State
- Reviewing existing cooperative contracts
- Researching other potential solutions
- Gathering additional information from vendors through an RFI/RFP process, when appropriate
At this stage, identifying a product or vendor does not mean the software has been approved for purchase.
3. Preliminary Review and Approval
Before moving too far into the investigation, the request goes through preliminary approval.
This includes review by:
- The appropriate cost center
- Information Services Leadership Team (ISLT)
If the request is approved to continue, the software moves into a more detailed review.
4. Information Services Review
Information Services reviews the proposed software from several perspectives.
Depending on the request, this may involve:
- MIS – systems, applications, integrations, databases, accessibility, and technical considerations
- ESG – enterprise systems and related technical considerations
- Networking – network connectivity and infrastructure requirements
- Primary Support Team – ongoing support and operational considerations
- West Plains – when applicable
- Information Security – security, data, access, and risk considerations
This helps identify potential issues or requirements before the university moves forward with a purchase.
5. Accessibility and Vendor Evaluation
As the process continues, the department may work with vendors and evaluate potential solutions.
Depending on the purchase, this can include:
- Vendor demonstrations
- Accessibility review by the Disability Resource Center
- Reference checks
- SUDERS review/request, when applicable
- RFI/RFP evaluation and documentation
The department is generally responsible for evaluating whether the software meets its functional needs, while the university's review teams evaluate the broader institutional considerations.
6. Final Reviews and Approvals
Once the evaluation is complete, the request moves through the appropriate final reviews.
These may include:
- Procurement
- Legal
- Information Security
- Cost center approval
- Information Services Leadership Team
- Board of Governors approval, when required
The purpose of these reviews is to make sure the university is comfortable with the cost, contract, security, accessibility, technical requirements, and overall commitment before entering into an agreement.
7. Vendor Selection and Implementation
If the software is approved, the department can move forward with selecting the vendor and completing the contract.
At that point, the university will also:
- Update the Software Registry
- Update IT support assignments
- Address any necessary policy or procedure changes
- Create an implementation project, when appropriate
This helps ensure the software is not only purchased, but also properly documented, supported, and implemented.
A Few Things to Keep in Mind
Start early. Software acquisition can involve several departments and multiple 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 determine what options are available.
The process isn't necessarily the same for every purchase. The level of review depends on the software, cost, data involved, integrations, contracts, and potential impact to the university.
Most importantly: don't purchase first and ask questions later. Starting the process early gives Missouri State the opportunity to identify existing solutions, address concerns, and help make sure the software is a good fit before the university makes a commitment.