Software License Request Workflow

Productivity and Office Tools

• Microsoft Office 365 Suite (Word, Excel, PowerPoint, Outlook)
• Google Workspace (Docs, Sheets, Slides, Gmail)
• Adobe Acrobat Reader (free version)
• Microsoft Teams
• Slack
• Zoom

Development and Technical Tools

• Visual Studio Code
• Git and GitHub Desktop
• Python (latest stable version)
• Node.js and npm
• Docker Desktop
• Postman

Browsers and Communication

• Google Chrome
• Mozilla Firefox
• Microsoft Edge
• WhatsApp Desktop

Utilities

• 7-Zip / WinRAR
• VLC Media Player
• Notepad++
• Password Manager (LastPass, 1Password, Bitwarden)

To request installation of pre-approved software, submit a request through the IT service portal under "Software Installation Request."

Step 1: Evaluate Need

Before requesting new software, consider:

• Can existing approved software meet the need?
• Is this a temporary or ongoing requirement?
• How many users will need access?
• What is the business justification?
• Are there free or lower-cost alternatives?
• Does your department budget cover the cost?

Step 2: Gather Information

Collect the following details before submitting your request:

• Software name and vendor
• Version or edition required
• Number of licenses needed
• License type (perpetual, subscription, etc.)
• Cost per license and total cost
• Business justification and use case
• Alternative software considered
• Integration requirements with existing systems
• Data storage and privacy implications

Step 3: Submit Request

Submit a software license request through the IT service portal:

1. Log in to the IT service portal
2. Select "Software License Request"
3. Complete all required fields
4. Attach vendor quotes or pricing information
5. Specify urgency and required date
6. Submit request

Step 4: Approval Workflow

Requests follow an approval chain based on cost and license type:

Cost Range	Approval Required	Typical Timeline
$0 - $100	Direct Manager	1-2 business days
$101 - $500	Manager + IT Manager	3-5 business days
$501 - $2,500	Manager + IT Manager + Department Head	5-7 business days
$2,501 - $10,000	Manager + IT Manager + Department Head + Finance	7-10 business days
Over $10,000	Full approval chain + IT Director + CFO	10-15 business days

Step 5: Security and Compliance Review

IT Security reviews all new software requests for:

• Known security vulnerabilities
• Malware or adware concerns
• Data privacy compliance (GDPR, CCPA, etc.)
• Terms of service and licensing restrictions
• Data storage location (on-premises vs. cloud)
• Vendor security certifications (SOC 2, ISO 27001)
• Integration security with existing systems

Security review typically takes 3-5 business days. High-risk applications may require additional assessment.

Step 6: Procurement

Once approved, IT Procurement handles the purchase:

1. Obtain vendor quotes if not already provided
2. Negotiate pricing and terms
3. Process purchase order
4. Obtain license keys or subscription access
5. Document license in asset management system

Procurement timeline varies by vendor but typically takes 5-10 business days.

Step 7: Installation and Activation

IT will coordinate installation based on software type:

• Desktop Applications: IT remotely installs and configures the software
• SaaS Applications: IT creates account and sends access credentials
• Server Applications: IT Infrastructure team handles installation
• Mobile Apps: IT provides installation instructions and license codes

You will receive notification when installation is complete with any necessary setup instructions.

Criteria for Expedited Processing

• Client-facing deadline or commitment
• Critical business process dependency
• Executive directive
• Security incident requiring immediate tool

Expedited Request Process

1. Submit request marked as "Urgent" with detailed justification
2. Call IT service desk to escalate (ext. 4357)
3. Provide VP or Director approval in advance if possible
4. Accelerated review and approval (24-48 hours)
5. Temporary access may be granted pending full approval

Renewal Process

• IT reviews all subscriptions 60 days before renewal
• Usage analytics reviewed to confirm continued need
• Department manager confirms renewal requirement
• Budget approval obtained from Finance
• Subscription automatically renewed or canceled

Usage Monitoring

IT tracks software usage to optimize licensing costs:

• Monthly usage reports generated
• Unused licenses reclaimed and reassigned
• Underutilized subscriptions flagged for review
• Managers notified of team usage patterns

Employee-Initiated Return

1. Submit "Software License Return" request through IT portal
2. Specify software and reason for return
3. IT uninstalls software and deactivates license
4. License returned to available pool

Automatic Reclamation

IT automatically reclaims licenses when:

• Software not used for 90 consecutive days
• Employee terminates employment
• Employee changes roles and no longer needs specific software
• Subscription is canceled

Appeal Process

If your request is denied and you believe it's necessary:

1. Review the denial reason provided by IT
2. Gather additional business justification
3. Consult with your department head
4. Submit an appeal with additional information
5. Request meeting with IT Manager to discuss

Trial Request Process

1. Submit "Software Trial Request" through IT portal
2. Specify evaluation period (typically 14-30 days)
3. IT obtains trial license from vendor
4. Software installed for evaluation
5. Complete evaluation feedback form
6. Decide to purchase or discontinue

Evaluation Criteria

During trial period, assess:

• Does it meet the functional requirements?
• Is it user-friendly and intuitive?
• How well does it integrate with existing tools?
• What is the learning curve?
• Are there any performance issues?
• Is vendor support responsive?
• What is the total cost of ownership?

Approval Requirements

• Security review to check for vulnerabilities
• License compliance review (GPL, MIT, Apache, etc.)
• Community support and update frequency assessment
• No commercial support may limit IT assistance

Acceptable OSS Licenses

The following open source licenses are generally approved:

• MIT License
• Apache License 2.0
• BSD Licenses
• Creative Commons (for non-code assets)

Restricted OSS Licenses

The following require additional legal review:

• GPL (GNU General Public License) - copyleft implications
• AGPL (Affero GPL) - network use triggers
• Custom or proprietary open source licenses

Consequences

• Immediate software removal by IT
• Security scan of device for malware
• Written warning for first offense
• Disciplinary action for repeat violations
• Potential termination for severe violations
• Legal liability for license violations

Why This Matters

• Unlicensed software can result in legal action against the company
• Unapproved software may contain malware or spyware
• IT cannot support or troubleshoot unauthorized applications
• Data security and privacy may be compromised
• Company may face compliance violations

Audit Process

• Automated scans detect installed software
• Compare against approved software list
• Verify license counts match actual usage
• Identify unauthorized installations
• Report findings to IT management

Employee Cooperation

During audits, employees must:

• Allow IT to scan their devices
• Provide information about software usage
• Remove unauthorized software if requested
• Update software inventory records

Volume Licensing Benefits

• Significant cost savings through volume discounts
• Simplified license management
• Standardized versions across team
• Enterprise support from vendors

Request Process

1. Department head submits request for team
2. Include list of users requiring access
3. IT obtains volume pricing quotes
4. Finance reviews department budget
5. IT negotiates enterprise agreement
6. Rollout scheduled for all users

Corporate App Store

• Pre-approved apps available through company app catalog
• IT manages deployment and updates
• Corporate licensing where applicable
• Security policies enforced

New Mobile App Requests

1. Submit request specifying iOS or Android
2. IT reviews app privacy policies
3. Security assessment of app permissions
4. Approval and addition to corporate catalog
5. Push installation to approved users

Central IT Budget

The following software is covered by central IT budget:

• Operating systems (Windows, macOS)
• Office productivity suites
• Security software
• Collaboration tools (Teams, Zoom)
• IT management tools

Department Chargebacks

Specialized software is charged to requesting department:

• Design and creative tools (Adobe, AutoCAD)
• Specialized technical software
• Industry-specific applications
• Premium or enterprise tiers

How long does the approval process take?

Standard requests take 7-14 business days from submission to installation. Expedited requests can be processed in 2-3 days with proper justification.

Can I use free trial versions without approval?

No. Even free trials must be approved through the software request process to ensure security and compliance.

What if I need software for just one project?

Submit a request noting the temporary need. IT may provide a short-term license or suggest project-appropriate alternatives.

Can I expense software and be reimbursed?

No. All software must be procured through IT to ensure proper licensing and compliance. Personal purchases are not reimbursable.

What happens to my license if I change departments?

IT will review your software needs based on your new role. Unnecessary licenses will be returned to the pool and new licenses provided as needed.