Frequently Asked Questions
- What is software and how do I know what I need to submit a review request for?
- The TAP Helper is currently under maintenance. When will it be back online?
- If the software I am acquiring is free, am I still required to submit a Software Review form?
- If the software I am acquiring is a renewal, am I still required to submit a Software Review form?
- If the software I am acquiring has an approved TAPREQ, am I still required to submit a Software Review form?
- What if I'm reviewing a variety of software products and have not yet decided which one I want to use. Can I wait until I've chosen one?
- If I need specialized software for teaching or research, and approval is not required, why do I need to fill out the Software Review form?
1. What is software and how do I know what I need to submit a review request for?
According to the Department of Information Resources, software is all or part of the programs, procedures, rules, and other components of an information resources system. The term includes application software, system software, supporting documentation, media on which the software may be contained or stored, related materials, modifications, versions, upgrades, enhancements, updates, or replacements.
If the software meets one or more of the following criteria, a request is required:
- Performs a UTA business function or benefit
- Stores or processes UTA-owned data
- Provides access to non-public electronic content
To help guide your submission, here are some examples needing requests:
- Local software (applications downloaded and installed onto a physical or virtual device, server, tablet or phone to conduct UTA related business, e.g. Adobe Acrobat, Microsoft Visio, Google Chrome)
- Software as a Service (applications utilized for UTA business functions but are accessed via a web browser, e.g., Grammarly, Adobe Express)
- Online Reference Platforms (subscription services utilized for UTA business functions that are accessed via a web browser that allow access to non-public content, e.g., LinkedIn, NY Times Subscription)
2. The TAP Helper is currently under maintenance. When will it be back online?
The Technology Acquisition Process is currently being improved to incorporate new University requirements. Until then, OIT will review and process all requests through the Software Review Process followed by the standard TAPREQ review.
3. If the software I am acquiring is free, am I still required to submit a Software Review form?
Yes. The purpose of the new process is to identify, catalog, and rationalize software uses. This will ensure visibility for opportunities to consolidate the number of software resources being used and functions.
4. If the software I am acquiring is a renewal, am I still required to submit a Software Review Form?
Yes. The purpose of the new process is to identify, catalog, and rationalize software acquisitions. This will ensure visibility for opportunities to consolidate both software costs and functions.
5. If the software I am acquiring has an approved TAPREQ am I still required to submit a Software Review?
Yes. The purpose of the new process is to identify, catalog, and rationalize software purchases. This will ensure visibility for opportunities to consolidate both software costs and functions. TAPREQ approval is a separate required step to ensure accessibility compliance, and to ensure compliance with enterprise architecture guidelines, best practices and supportability.
6. What if I'm reviewing a variety of software products and have not yet decided which one I want to use? Can I wait until I've chosen one?
The Software Review Process is only required with the intent to acquire the technology. However, any software selection decisions over $15K should be executed with the guidance of the procurement department to ensure proper selection criteria are fulfilled and reduce the risk of future remediation when ready to purchase a product. Any software utilized for evaluation purposes is still subject to TAPREQ approval and a Risk Assessment by the Information Security Office.
7. If I need specialized software for teaching or research, and approval is not required, why do I need to fill out the Software Review form?
While software justified for teaching or research purposes will be allowed, the goal is to validate the purpose of the software and look for opportunities for cost savings via volume discounts, enterprise licenses or similar software offerings.
