Software Requests and renewal how do you handle this?

[AlteredAdmin]

We are looking to overhaul our software request and renewal process. What is your approach to this?

Since we operate in the education sector, schools often use a wide range of software. How do you track these applications? I understand that the process can involve both IT and purchasing approvals.

We’re mainly looking for different perspectives to see how others manage this. Could you provide a high-level overview of your process?

 

Thanks,

AA

[ThatBoringBloke]

Since no one else has chipped in...

 

We don't seem to have any process.

A lot of it depends on who the contact is for the school.

If its myself then I will speak the the relevant department head if they still use it then renew or not.

Some departments simply renew themselves and I know nothing about it, some need me to then sync with platforms after the fact, some software I know nothing about until it breaks and I'm expected to fix it.

 

If it's a product that 'I' think could be of benefit to the school I will look at testing, deployment, costs, etc then discuss with the Leadership Team who then discuss amongst themselves and make the call.

 

Like I said initially, there doesn't seem to be a defined process.

[APMerry]

Don't really have a 'Process'. When the renewal notification comes through I will discuss with the relevant staff member or head of department to see if they still want to use it.

 

I'm always keeping an eye on the cost of software contracts and will try and negotiate a better price with the supplier each time renewal comes up. I keep a list of all subscriptions and their renewal dates so I know what's coming up.

[TechMonkey]

Generally, we make the 'owner' of the software the head of Department that uses it. It is up to them to renew and ensure the software is still needed.

If it is cross school software, then I have it setup in the contracts section of our Helpdesk to create a ticket 90 days before the renewal. That is my cue to check if the software is still needed and used, what the renewal will be and if we have the right number of licenses.

 

New software requests are a service request in the helpdesk service catalogue that asks all the correct questions and creates a ticket, with appropriate SLA.

[mthomas08]

We are looking to overhaul our software request and renewal process. What is your approach to this?

Since we operate in the education sector, schools often use a wide range of software. How do you track these applications? I understand that the process can involve both IT and purchasing approvals.

We’re mainly looking for different perspectives to see how others manage this. Could you provide a high-level overview of your process?

 

Thanks,

AA

 

I've setup a sheet which lists all software installed (server/local/imaged) and I try to do an annual check with departments. The SBM has the ones costing money.

 

Problem is, unless you can persuade SLT to make sure everything goes through you... it becomes a bit of a runaround. Which reminds me - I need to do my annual chase.

[psydii]

Generally, we make the 'owner' of the software the head of Department that uses it. It is up to them to renew and ensure the software is still needed.

If it is cross school software, then I have it setup in the contracts section of our Helpdesk to create a ticket 90 days before the renewal. That is my cue to check if the software is still needed and used, what the renewal will be and if we have the right number of licenses.

 

New software requests are a service request in the helpdesk service catalogue that asks all the correct questions and creates a ticket, with appropriate SLA.

 

This is exactly what we do, except even though departmental software is "their problem" we track it as well because HoD's come and go but the service desk is forever.

 

Since we on-board new HoDs (whether a full induction for a new member of staff, or showing a newly promoted colleague the ropes for how to access systems and processes that their new role requires), we can advise them of software and renewals they may want to keep an eye on. Finance also like us to keep an eye on things so opportunities for joined up thinking/purchasing can be made where appropriate. Its not unheard of for us to realise that a post holder has left, hasn't been replaced, but they had responsibility for a software package/platform that is in use across multiple teams - in these cases we work with middle/senior leadership to nominate an alternative owner of the service. Sometimes middle/senior leadership think a platform isn't being used because it's 'owner' has left, but the 365 logs show that it in fact is (or vice versa).

Edited March 12, 2025 by psydii

[TechMonkey]

Totally agree. We have just recently started a software register from the point of view of what data is where (data register I think it is) and what DPIAs we have or need. Hadn't linked the two with licensing though.

[CHiLL]

We didn't have a "process" until fairly recently (I say process, but it's really just a spreadsheet). Our finance officer got fed up with being sent invoices for software renewals that they didn't know about/no order raised and along with our network manager, they created a Microsoft List that contains the product, vendor, reason for the contract, renewal date, last renewal price, who is responsible for it (person or department), budget that it's assigned to, order number, cancellation period, data sync with MIS, etc. This list includes everything from Microsoft licensing, MIS, safeguarding, library system, subject subscriptions (Maths Watch, GCSEPod, etc), printer leasing, web filtering, etc.

 

While it doesn't help for the actual procedures for decision making/procurement, it has definitely been useful for tracking random invoices or other surprises.

[psydii]

In terms of the process:

 

Request arrives as tickets into the service desk. Though these days this is often an email in my inbox because I'm the Data Protection Lead and they need to upload student data to the new system or service.

 

The usual reviews occurs (Data Protection Impact Assessment, Financial management (do they have on going budget to sustain this service in years to come? do we already pay for something that does the job?), are there any nasty clauses in the licence/contract particularly around automatic renewals etc? What is the install and deployment process etc etc.)

 

If all the hurdles are crossed, its logged in the information asset register and in the software table in the Service Desk (could just as easily be a spreadsheet). This records name, supplier, 'owner', start of contract, end of contract, review date, and can be linked to a 'folder' containing additional information, for example training materials or specific configurations changed for our implementation or install files. If it is IT's budget, it also becomes a line item there. If there is an action (i.e. a change request) needed to implement, that then gets raised for the IT team to deploy or authorise the app.

 

The service desk sends out reminders 30 days before the review deadline, and the separate financial/budget tracker (a spreadsheet) is reviewed at a cadence aligned with the Finance departments needs. Typically I'll put 'deadlines' on the budget/finance tracker into my calendar by hand.