{"id":5318,"date":"2024-03-05T14:00:52","date_gmt":"2024-03-05T19:00:52","guid":{"rendered":"https:\/\/carleton.ca\/procurement\/?page_id=5318"},"modified":"2025-11-28T14:41:47","modified_gmt":"2025-11-28T19:41:47","slug":"software-purchases-and-software-licensing","status":"publish","type":"page","link":"https:\/\/carleton.ca\/procurement\/how-to-buy\/software-purchases-and-software-licensing\/","title":{"rendered":"Software Purchases and Software Licensing"},"content":{"rendered":"<p><span data-contrast=\"auto\">Procurement of software (including licensing arrangements and <a href=\"https:\/\/carleton.ca\/procurement\/cu-glossary\/software-as-a-service-saas\/\">Software as a Service (SaaS)<\/a>) may require additional risk mitigation and inclusion of key campus stakeholders. Procurement Services recommends building extra time into your project plan for all software-related procurements.<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335551550&quot;:6,&quot;335551620&quot;:6,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><b><span data-contrast=\"auto\">Before starting<\/span><\/b><span data-contrast=\"auto\">, contact the <\/span><a href=\"https:\/\/itsjira.carleton.ca\/servicedesk\/customer\/portal\/5\"><span data-contrast=\"none\">Information Technology Services (ITS)<\/span><\/a><span data-contrast=\"auto\"> Service Desk to determine if a comparable software or cloud application is already available to the campus community. <\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335551550&quot;:6,&quot;335551620&quot;:6,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">You are always required to follow the <\/span><a href=\"https:\/\/carleton.ca\/procurement\/how-to-buy\/#sect3\"><span data-contrast=\"none\">Procurement Policy<\/span><\/a><span data-contrast=\"auto\"> when procuring software or software licenses. <\/span><\/p>\n<ul>\n<li><span data-contrast=\"auto\">When a Purchase Requisition is submitted in eShop, Procurement Services will facilitate or confirm (as required) any reviews by our partner offices (legal, risk, privacy, IT Security).<\/span><\/li>\n<li>Where the\u202fanticipated\u202f<a href=\"https:\/\/carleton.ca\/procurement\/how-to-buy\/#sect3\"><span data-contrast=\"none\">Total Procurement Value<\/span><\/a><span data-contrast=\"none\">\u202fof a purchase is\u202fabove the\u202f<\/span><a href=\"https:\/\/carleton.ca\/procurement\/how-to-buy\/#sect3\"><span data-contrast=\"none\">Open Competitive procurement threshold<\/span><\/a><span data-contrast=\"none\">, Procurement Services will facilitate this process as part of your\u202f<\/span><a href=\"https:\/\/carleton.ca\/procurement\/open-competitive-procurement\/\"><span data-contrast=\"none\">Open Competitive Procurement.<\/span><\/a><\/li>\n<li>Where a purchase is made using another <a href=\"https:\/\/carleton.ca\/procurement\/how-to-buy\/#sect3\">means of procurement<\/a> (e.g. PCard, Cheque Requisition), the purchaser must ensure compliance with these requirements by contacting the appropriate office(s).<\/li>\n<\/ul>\n<p><span data-contrast=\"auto\">Questions? Email <\/span><a href=\"&#x6d;&#97;&#105;l&#x74;&#x6f;&#58;P&#x72;&#x6f;&#99;u&#x72;&#x65;&#109;e&#x6e;&#x74;&#83;e&#x72;&#x76;&#105;c&#x65;&#x73;&#64;&#99;a&#x72;&#x6c;&#101;t&#x6f;&#x6e;&#46;c&#x61;\"><span data-contrast=\"none\">&#x50;&#114;o&#x63;&#x75;&#114;e&#x6d;&#x65;&#110;t&#x53;&#101;r&#x76;&#x69;&#99;e&#x73;&#x40;&#99;a&#x72;&#108;&#101;&#x74;&#x6f;&#110;&#46;&#x63;&#x61;<\/span><\/a><span data-contrast=\"auto\">.\u00a0<\/span><\/p>\n<h2 aria-level=\"1\"><span data-contrast=\"none\">Evaluating Risk<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;201341983&quot;:0,&quot;335551550&quot;:6,&quot;335551620&quot;:6,&quot;335559738&quot;:240,&quot;335559739&quot;:0,&quot;335559740&quot;:259}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">Not all software represents the same level of risk. Your purchase may represent a medium to high risk if you answer \u201cyes\u201d to any of the following questions. Medium- and high-risk procurements may require you to engage with key campus stakeholders or complete additional processes before committing to your Vendor.\u00a0<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335551550&quot;:6,&quot;335551620&quot;:6,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\"> Questions about evaluating risk? Contact <a href=\"&#109;a&#105;l&#116;o&#x3a;r&#x69;s&#x6b;&#64;&#x63;u&#x6e;e&#x74;&#46;&#x63;a&#x72;l&#x65;t&#x6f;&#110;&#x2e;&#99;&#x61;\">&#x52;&#105;s&#x6b;&#64;c&#x61;&#114;l&#x65;&#116;o&#x6e;&#46;c&#x61;<\/a>.\u00a0<\/span><\/p>\n<h3><span data-contrast=\"auto\">Integration and ITS Support Requirements<\/span><\/h3>\n<p><span data-contrast=\"auto\">Does this software require integration with any 杏吧原创 systems (ex: Banner, My杏吧原创One Single Sign On (SSO)), or any implementation support from ITS? <\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335551550&quot;:6,&quot;335551620&quot;:6,&quot;335559685&quot;:720,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Contact the <\/span><a href=\"https:\/\/carleton.ca\/its\/project-office\/methodology\/\"><span data-contrast=\"none\">ITS Project Management Office<\/span><\/a><span data-contrast=\"auto\">.<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335551550&quot;:6,&quot;335551620&quot;:6,&quot;335559685&quot;:720,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<h3>Data Privacy<\/h3>\n<p><span data-contrast=\"auto\">Will this software be used to store or transfer University data, including research data, student information, or data of a confidential sensitive nature? Will the Vendor or other third party require access to the University\u2019s technological infrastructure or network? <\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335551550&quot;:6,&quot;335551620&quot;:6,&quot;335559685&quot;:720,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335551550&quot;:6,&quot;335551620&quot;:6,&quot;335559685&quot;:720,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><span data-contrast=\"auto\">Understand the requirements outlined in the following resources:<\/span><\/p>\n<ul>\n<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"4\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559684&quot;:-2,&quot;335559685&quot;:1440,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" aria-setsize=\"-1\" data-aria-posinset=\"1\" data-aria-level=\"2\"><a href=\"https:\/\/carleton.ca\/secretariat\/policies\/\"><span data-contrast=\"none\">Policies<\/span><\/a><span data-contrast=\"auto\">: Acceptable Use of Information Technology and Email, Data Protection and Risk Management, Information Technology Procurement, University IT Security, and more!<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/li>\n<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"4\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559684&quot;:-2,&quot;335559685&quot;:1440,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" aria-setsize=\"-1\" data-aria-posinset=\"2\" data-aria-level=\"2\"><a href=\"https:\/\/carleton.ca\/its\/about\/policies\/\">ITS Standards, Guidelines, and Procedures<\/a><\/li>\n<li data-leveltext=\"\uf0b7\" data-font=\"Symbol\" data-listid=\"4\" data-list-defn-props=\"{&quot;335552541&quot;:1,&quot;335559684&quot;:-2,&quot;335559685&quot;:1440,&quot;335559991&quot;:360,&quot;469769226&quot;:&quot;Symbol&quot;,&quot;469769242&quot;:[8226],&quot;469777803&quot;:&quot;left&quot;,&quot;469777804&quot;:&quot;\uf0b7&quot;,&quot;469777815&quot;:&quot;hybridMultilevel&quot;}\" aria-setsize=\"-1\" data-aria-posinset=\"2\" data-aria-level=\"2\"><span data-contrast=\"auto\">ITS Security Services\u2019 <\/span><a href=\"https:\/\/carleton.ca\/its\/security\/services\/risk-assessment\/\"><span data-contrast=\"none\">Data Protection Risk Assessment (DPRA)<\/span><\/a><span data-contrast=\"auto\"> process, including the Privacy Office\u2019s (<\/span><a href=\"m&#97;&#x69;&#x6c;&#x74;o&#58;&#x75;&#x6e;&#x69;v&#101;&#x72;&#x73;&#x69;t&#121;&#x5f;&#x70;&#x72;i&#118;&#x61;&#x63;&#x79;_&#111;&#x66;&#x66;&#x69;c&#101;&#x40;&#x63;&#x61;r&#108;&#x65;&#x74;&#x6f;n&#46;&#x63;&#x61;\"><span data-contrast=\"none\">&#x75;&#x6e;&#105;&#118;er&#x73;&#x69;&#x74;&#121;_p&#x72;&#x69;&#x76;&#97;&#99;y&#x5f;&#x6f;&#x66;&#102;&#105;c&#x65;&#x40;&#x63;&#97;&#114;le&#x74;&#x6f;&#x6e;&#46;ca<\/span><\/a><span data-contrast=\"auto\">) <\/span><a href=\"https:\/\/carleton.ca\/privacy\/services\/\"><span data-contrast=\"none\">Privacy Impact Assessment (PIA)<\/span><\/a><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335551550&quot;:6,&quot;335551620&quot;:6,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/li>\n<\/ul>\n<h3>Accepting Credit Card Payments<\/h3>\n<p><span data-contrast=\"auto\">Will this software be used to facilitate acceptance of credit card payments? <\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335551550&quot;:6,&quot;335551620&quot;:6,&quot;335559685&quot;:720,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Contact <\/span><a href=\"&#x6d;&#x61;&#x69;&#x6c;&#x74;&#x6f;&#x3a;&#x50;&#x43;&#x49;&#x43;&#x6f;&#x6d;&#x70;&#x6c;&#x69;&#x61;&#x6e;&#x63;&#x65;&#x40;&#x63;&#x75;&#x6e;&#x65;&#x74;&#x2e;&#x63;&#x61;&#x72;&#x6c;&#x65;&#x74;&#x6f;&#x6e;&#x2e;&#x63;&#x61;\"><span data-contrast=\"none\">P&#67;&#73;&#x43;&#x6f;&#x6d;pl&#105;&#97;&#x6e;&#x63;&#x65;&#64;&#99;&#117;&#110;&#x65;&#x74;&#x2e;c&#97;&#114;&#x6c;&#x65;&#x74;on&#46;&#99;&#x61;<\/span><\/a><span data-contrast=\"auto\">.<\/span><\/p>\n<h3>Software Licensing Terms or Agreements<\/h3>\n<p><span data-contrast=\"auto\">Are there any Terms and Conditions (a.k.a. End-user License Agreement, Service-Level Agreement, Customer Agreement), whether a signature is required or not, that do <\/span><b><span data-contrast=\"auto\">not <\/span><\/b><span data-contrast=\"auto\">align with the <\/span><a href=\"https:\/\/carleton.ca\/procurement\/doing-business-with-carleton\/#sect10\"><span data-contrast=\"none\">University\u2019s standard terms<\/span><\/a><span data-contrast=\"auto\"> in key risk areas as outlined in the Contract Checklist included in the <\/span><a href=\"https:\/\/carleton.ca\/secretariat\/policies\/\"><span data-contrast=\"none\">Signing Authorities Policy<\/span><\/a><span data-contrast=\"auto\">? <\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559685&quot;:720,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<p><span data-contrast=\"auto\">Contact Legal Counsel through <\/span><a href=\"m&#97;&#x69;&#x6c;t&#111;&#58;&#x43;&#x68;r&#105;&#x73;&#x74;i&#110;&#101;&#x2e;&#x50;a&#103;&#x65;&#x40;c&#97;&#114;&#x6c;&#x65;t&#111;&#x6e;&#x2e;c&#97;\"><span data-contrast=\"none\">&#67;&#x68;r&#105;&#x73;t&#x69;&#x6e;&#101;&#x2e;P&#97;&#x67;e&#64;&#x63;&#97;&#x72;l&#101;&#x74;o&#110;&#x2e;&#99;&#x61;<\/span><\/a><span data-contrast=\"auto\">.<\/span><span data-ccp-props=\"{&quot;201341983&quot;:0,&quot;335559685&quot;:720,&quot;335559739&quot;:160,&quot;335559740&quot;:259}\">\u00a0<\/span><\/p>\n<h2 aria-level=\"1\"><span data-contrast=\"none\">Accessibility<\/span><span data-ccp-props=\"{&quot;134245418&quot;:true,&quot;134245529&quot;:true,&quot;201341983&quot;:0,&quot;335559738&quot;:240,&quot;335559739&quot;:0,&quot;335559740&quot;:259}\">\u00a0<\/span><\/h2>\n<p><span data-contrast=\"auto\">杏吧原创 University is committed to helping create environments that remove barriers to individuals living with visible and invisible disabilities by ensuring accessibility is considered for purchases of all sizes. Procurement Services encourages departments to review our <\/span><a href=\"https:\/\/carleton.ca\/procurement\/accessible-procurement\/considerations-by-product-type\/#sect3\"><span data-contrast=\"none\">Accessible Procurement resources<\/span><\/a><span data-contrast=\"auto\"> when considering all purchases, including software.<\/span><\/p>\n","protected":false},"excerpt":{"rendered":"<p>Procurement of software (including licensing arrangements and Software as a Service (SaaS)) may require additional risk mitigation and inclusion of key campus stakeholders. Procurement Services recommends building extra time into your project plan for all software-related procurements.\u00a0 Before starting, contact the Information Technology Services (ITS) Service Desk to determine if a comparable software or cloud [&hellip;]<\/p>\n","protected":false},"author":24,"featured_media":0,"parent":130,"menu_order":0,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_relevanssi_hide_post":"","_relevanssi_hide_content":"","_relevanssi_pin_for_all":"","_relevanssi_pin_keywords":"","_relevanssi_unpin_keywords":"","_relevanssi_related_keywords":"","_relevanssi_related_include_ids":"","_relevanssi_related_exclude_ids":"","_relevanssi_related_no_append":"","_relevanssi_related_not_related":"","_relevanssi_related_posts":"","_relevanssi_noindex_reason":"","_mi_skip_tracking":false,"_exactmetrics_sitenote_active":false,"_exactmetrics_sitenote_note":"","_exactmetrics_sitenote_category":0,"footnotes":"","_links_to":"","_links_to_target":""},"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v21.2 - 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