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Software Acquisition/Standardization Procedure

Effective Date: February 01, 2006
Policy Number: 1056

Introduction: The purpose of the Software Acquisition/Standardization procedure is to:

  • ensure proper management of the legality of information systems,
  • allow all academic disciplines, administrative functions, and athletic activities the ability to utilize proper software tools,
  • minimize licensing costs, and
  • increase data integration capability and efficiency of HCC as a whole

Software Licensing:
All software licenses owned by HCC will be:

  • kept on file at the central software location,
  • accurate, up to date, and adequate, and
  • in compliance with the Software and Information Industry Association (SIIA)

Software installed on HCC computer systems:

  • will have on record proper licensing at the central software location,
  • will be properly licensed or removed from the system, and
  • will be the responsibility of each HCC employee to ensure proper licensing

Original Software media will be stored:

  • as part of the central software location,
  • and a backup copy can be stored at the HCC employee’s location depending on the employee’s preference

Software without physical media (e.g. downloaded from the Internet) must still be properly licensed and is applicable to this procedure.

Supported Software:

  • Supported software includes all standard software applications that are available to receive assistance through the HCC Technical Support desk.
  • A list of supported software will be maintained on the HCC Intranet site:
  • There is no difference between approved to be loaded and supported software applications. If a software application is approved by HCC as a standard, then it will be supported.
  • Unsupported software is considered new software and must go through the software acquisition process or it will not be allowed on HCC owned computing systems.
  • An electronic “expert” database or answer book will be maintained by Tech Support containing solutions to commonly asked supported software questions.
  • Software support can be acquired by emailingTechSupport@Hutchcc.Edu or calling (620)665-3524.

Defining Type of Software Acquisition

  • Institutional Operations:
    • Software - any software that is not academic.
  • Academic Computer Labs:
Software needs for the academic computer labs and subsequent Instructor PCs will:
  • contain a unique set of software standards
  • meet the needs of the academic discipline using the lab
  • may contain different versions of the same software in different labs, and
  • be recommended by the Academic Technology Advisory Subcommittee (ATAS)

Acquisition of New Software for Institutional Operations:

  • Each new software request should be brought forth to Tech Support by a director level position or higher.
  • New Software is defined as software that falls outside the currently supported software standards as specified in the Supported Software List.
  • A focus team will be appointed by the software manager and the requestor to evaluate the new software request.
  • The focus team will include both ITS and non-ITS representation. The role of the representative(s) will be to provide technical insight, technical research skills and to evaluate the requested needs and requirements for software functionality.
  • If there is commercial software available, a list of software that meets the requirements will be generated by the focus team.
  • If there is a computer function that an HCC employee is required to do as part of his/her job and there is no supported software application that can do that function, then a new software standard that fits HCC's computing environment will be created.

Creating a New Software Standard for Institutional Operations:

  • In the Evaluate and Test Software Packages phase, the software will be evaluated against current standards and viability of implementation into the HCC computing environment and the functionality of the software for the specific discipline or service it will perform.
  • Evaluation may include (Appendix E):
    • Beta Testing
      • How does the software impact the HCC computing environment
    • Hardware Requirements
      • What additional hardware would be required to support a particular software package
    • License Requirements
      • How many licenses are needed?
      • What licensing structure? Example: Site, per seat, concurrent connection, (etc.)
    • Maintenance Agreement
    • How is the software updated and maintained by the vendor
    • Training
      • Will additional training be required to implement and support the software
    • Cost Summary
      • Total cost of acquisition including media, hardware, licensing, maintenance, and training (if necessary).
  • Once the appointed focus team has determined that a new software application is recommended to become a supported software standard. The new software will be:
    • Sufficiently documented
    • Properly licensed
    • Appropriately installed in the HCC computing environment
    • Adequately trained on by the Technical Support and other staff.

After these things are complete, the new software standard is complete and the focus team dissolves.

  • Once a software standard is created then it will be managed by the software manager until such standard is changed.
  • A software standard change request will be handled in the same manner as new software requests.

Software developed In-House:

Software developed In-House on HCC owned equipment and/or development tools and/or on HCC time will be deemed the property of HCC. Software developed In-House but outside the I.T.S. office must follow the same new software procedures to become an HCC supported standard.

Acquisition of New Software for Academic Computer Labs

  • An Academic Software Request Form must be completed for any software that is to be installed or upgraded (except for software utilities, such as Adobe Acrobat Reader) in any HCC computer lab, including software that is used with a textbook. A ITS representative will provide assistance, if needed, to complete the request form. The request must be signed by the Program Coordinator if applicable and approved by a Department Chairperson or a Director. (Appendix G)
  • An ITS representative will submit the request to the ITS Department to appoint a focus team. The role of the focus team representatives will be to provide technical insight, technical research skills, provide quotes for software/hardware and plan deployment.
  • This may include:
    • Software Testing
      • Is there compatibility issues with other software used in Academic Labs or with the network infrastructure?
      • Are there additional software dependencies?
      • What changes need to be made to resolve the compatibility issue?
    • Hardware Requirements
      • What additional, if any, hardware is required to support the software?
    • License Requirements
      • Does HCC currently own licenses for this software?
      • What license options are provided by vendors?
    • Training
      • Will additional training be required to implement and support the software?
    • Cost Summary
      • Total Cost of acquisition including media, hardware, licensing, maintenance and training(if necessary)
  • ATAS will use this information to determine if any funding is needed and make funding recommendations to the Vice President of Academic Affairs. The final decision on all funding lies with the Vice President of Academic Affairs. If funding is not needed, ATAS will determine if the software should be added to the supported software list.
  • Once the software is added to the supported software list, the software will be:
    • Sufficiently documented
    • Properly licensed
    • Appropriately installed in the HCC computing labs
    • Adequately trained on by the Technical Support and other staff.
  • After these things are complete, the new software implementation is complete and the focus team dissolves.

Appendix A: Distinguishing Types of Software
By Purpose:

Software categorized as “academic” needs the approval of the Academic Technology Advisory Subcommittee (ATAS). It is described as software used for instruction of a specific commercial product, and/or instruction of specific skills the software provides. An example might include “accounting software” that is the current business standard, but also instructs students in basic accounting skills applicable to all accounting programs and accounting methodologies.

Software categorized as “institutional” needs the approval of the selected focus team. It is described as software providing a framework to enhance student, faculty, and staff performance. Examples might include software to enhance maintenance of student records; software to enhance the general campus population productivity (i.e. word-processing) and software that will enhance network availability (i.e. email).

Software categorized as “assessment” needs the approval of the selected focus team. It is described as software used for evaluation of student skills for instructional course placement, evaluation of student skills after completion of studies to measure achievement, and evaluation of student interests and aptitudes for career advisement.

By Configuration:

Client Software:
Executable images and any data associated with the software package reside on the workstation and are run locally. There is no inherent need for a network connection for this type of software.

Local Software with Remote Data Store:
Executable images (usually) reside on the client workstation and are run locally. These programs access a common data store that resides on a server or network file storage device. This software has an inherent need for a network connection.

Client/Server Software:
Executable images reside on the client and run locally. These applications make connections to software services running on a server. This software also has an inherent requirement for a network connection.

Server Stored Software:
Executable image resides on server or network file storage device and is run locally by the client. This type of software also has an inherent need for a network connection.

‘Client’ Software Local S/W w/ Remote Data Store Client/Server Software Server Stored Software Microsoft Office Microsoft Publisher Adobe Photoshop Adobe Acrobat Reader Plato Pathways Learning 2000 AGCO EADS Web Browsers GroupWise Compass A-Plus Tester

Appendix B: Definitions

Software is defined as the programs, routines, and symbolic languages that control the functioning of the hardware and direct its operation.

Data is numerical or other information represented in a form suitable for processing by computer. This could include databases, clipart, PowerPoint presentations, Word documents, Excel spreadsheets, and emails.

A software license is a type of proprietary or gratuitous license as well as a memorandum of contract between a producer and a user of computer software — sometimes called an End User License Agreement (EULA) — that specifies the perimeters of the permission granted by the owner to the user.

Software media is any entity that holds software data in any downloadable form, including hard, floppy or optical disks, CDs, DVDs, etc.

Appendix C: Institutional Software Acquisition Process

Institutional Software Acquisition Process Flowchart

Appendix D: Institutional Software Acquisition Example

Step 1:  Joe realizes his department needs some type of contact management software.

Step 2:  A director’s position or higher submits the request and his/her suggestions of focus team participants to tech support, where technical representation will be appointed.

Step 3:  Focus team evaluates software needs and researches commercially available packages.

Step 4:  Commercially available packages are evaluated and tested. Hardware requirements are reviewed. What types of licenses and quantity will be needed? Is there a maintenance agreement? Training needs? (Note: If no commercial package is available, then a custom software package may be developed.)

Step 5:  After reviewing all the options, a software package is recommended that will best fit HCC’s computing environment and the needs of the requester.

Step 6:  Once accepted, the software package is added to the Supported Software List.

Step 7:  The focus team dissolves.

Appendix E: Institutional Software Selection Focus Team Guidelines

Task: The task of the software standards and selection focus team is to evaluate and recommend the best value of software for a particular HCC need.

Factors to use when Determining Value:


  • Does the Software meet the need?
  • How easy is it to use?
  • How do its features rate compared to other software products being evaluated?
  • How flexible is the product?How fast or efficient does the product run?


  • How easy is the software to install and maintain upgrades and patches?
  • How well will the software fit into the current HCC computing environment?
  • What kind of system management resource is needed to maintain the system?
  • How does the software interface with other HCC systems?
  • Does the software run on current HCC hardware platforms and operating environments or will upgrades be needed?


  • What self-help tools are available and how adequate are they?
  • How viable is the company who owns the software?
  • What human technical assistance is available?
  • How will the HCC user base accept the software?
  • What sort of additional human resource will be needed to support the software?
  • Does the software have hardware or software keys that could interfere with the ability to use the product?
  • What media options are there for installation?
  • How are upgrades obtained?
  • What training will be provided and how?
  • How long has the software been in production?


  • How does the price compare to other products?
  • What sort of annual or on-going costs are there?
  • If the cost is more, is the extra cost worth the features gained?
  • If the cost is less, is the reduction in cost worth the features lost?
  • What is the cost of upgrades?
  • What types of licensing options are available?

Finding the Facts:

  • Software decisions should be based upon factual information and not necessarily what those selling the product say.
  • Sufficient effort (technical and non-technical) must be given to the evaluation process to uncover the truth of the various products.
  • If the product is one that requires a vendor to manage it for us (i.e. beyond our scope of knowledge), then it’s probably not worth purchasing.
  • After a recommendation is reached, standard HCC policy must be followed to purchase the product. Sole source vendors should truly be sole source.

Appendix F: Academic Software Acquisition Process

Academic Software Acquisition Process Flowchart


This form should be completed by the Program Coordinator/Department Chairperson/Director or a faculty member with the approval of the aforementioned along with the designated ITS or ITDE representative for any requests for new or upgraded software. The information on this form will be used by ATAS (Academic Technology Advisory Subcommittee) to make funding recommendations to the Vice President of Academic Affairs. The final decision on all funding lies with the Vice President of Academic Affairs.

Name of the requestor: Faculty Member,
Program Coordinator, Department Chair or Director
Title and version of software requested
Examples: Title – Acrobat Reader, Version - 7.0
Title – Office, Version - 2003
Is this software bundled with a textbook?
If not textbook software N/A
If it is textbook software enter name of text book
and course that it is associated with
License Requirements:
Number of Licenses Needed:
Use the “locations
needing the software” listed below to help
you determine the number needed

Licensing Options: General definitions: Site License
unrestricted, installed on any workstation owned by the college-
vendor, Site License restricted, only by the Lab/Group
specified -
Per seat, on the number of workstations specified -Concurrent
installed on any workstation, specified number of users

Hardware Requirements: Most software vendors
provide you with minimum hardware requirements

Processor: such as 3.00 GHz
RAM: such as 1 GHz
Hard Drive: such as 1 GB

Department: Only one department per form
How is it to be funded? Department Budget,
Grant, Capital Outlay etc...
What category of software is it?
Word processor, test engine, database
management, design, etc…

Full or upgrade license? Upgrade – to bring
up to date, college must have a licensed previous
version of software for every license purchased as
Full – college does not hold a previous license.
Volume Purchase breaks: Dependent on the
discounts can be given for multiple license
Software Dependencies: Example: Virtual
Clinical Excursions requires a specific version of
Acrobat Reader be installed on the same
workstation. Without the correct version of
Acrobat Reader, Virtual Clinical Excursions
will not display clinical charts.
Operating System: Example: Windows XP
Pro, Windows 98, Linux, Mac OS X. Can be
multiple Operating Systems
Other: Example: Software requires a Clicker,
Card Swipe, etc…

Server/Network requirements:
      Does the software require server or network access? Yes   No

Please describe: See “Appendix A: By Configuration” for a description of types of software.
When does the software need to be deployed? Time needed to deploy will depend on several factors,
please allow at least 4 weeks, if possible.
What locations need the software?

  Computer Lab(s) (please specify) RLRC (please specify number)  
  Multimedia Classroom(s) (please specify) Other (SSS, G&C, etc)  
  Faculty PC(s) (please specify)    

Is testing media available?   Yes   No
Most vendors provide media for testing before purchase. Testing media can be provided by CD-Rom, Download, or Demo.

______________________________________________ Date: _______________________
Program Coordinator (Required if applicable )

______________________________________________ Date: _______________________
Department Chairperson/Director Signature (Required)

______________________________________________ Date: _______________________
Faculty Member/Requestor (Optional)

  Focus Team Signoff:  

______________________________________________ Date: _______________________
ITS representative signature (Required)

______________________________________________ Date: _______________________
ITDE representative signature (Optional)


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