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Software Purchase Request Form

This document is a software purchase request form for a college. It requests information about the department and budget requesting the software, details of the software such as name and purpose, contact information for the vendor, how the software will be delivered and installed, expected lifespan, technical requirements, approvals from the department and IT department, and purchase details. The form ensures all relevant purchase and implementation information is provided to completely evaluate and process a request for new software.

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Satrio Pradana
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© © All Rights Reserved
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Download as DOCX, PDF, TXT or read online on Scribd
123 views

Software Purchase Request Form

This document is a software purchase request form for a college. It requests information about the department and budget requesting the software, details of the software such as name and purpose, contact information for the vendor, how the software will be delivered and installed, expected lifespan, technical requirements, approvals from the department and IT department, and purchase details. The form ensures all relevant purchase and implementation information is provided to completely evaluate and process a request for new software.

Uploaded by

Satrio Pradana
Copyright
© © All Rights Reserved
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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419-755-4734

Software Purchase Request Form

Date Click here to enter text.

1. Department Information
Requestor Department Phone

Software Administrator Phone Email

Technical Support Phone Email

2. Budget Information

Account Name/Number Total Software Purchase Amt.


Software will be: A One-time Purchase Number of Licenses/seats License Price (ea)

Requires Annual Maintenance Annual Maintenance Cost _

Will there be additional implementation costs involved? No Yes (if yes please describe below and include additional costs)

3. Software Information
Name of Software Company Name
(Include complete name and version)

Software Website

Software Description
(Describe the purpose of the software and how it will be used at the College. Include departments that will be using the software).
419-755-4734
4. Software Company/Vendor or Publisher Information
Vendor Name Sales Representative Name

Sales Representative Phone Email

Vendor Technical Support (list name and phone number)

5. Software Delivery

(check method software is to be delivered and provide more details such as building, room number, total PC’s, classroom name, or names of individual PC
owner in the box below)

College Hosted Server Vendor Hosted Server Campus Wide PC’s Computer Lab

Departmental PC Classroom PC Individual PC’s


419-755-4734

6. Software Life Expectancy

< 1 year 1-3 years >3 years

7. Technical Requirements

Please provide details of technical requirements of the computer or laptop for software installation or type “see attached” and attach
printed specs.

8. Approvals

The department Dean/Supervisor understands their department is financially responsible for all licenses, upgrades, and or maintenance
throughout the life time of the software use. A copy of all licenses and installation keys must be provided to the IT department each year
that the software is renewed.

Department Dean/Supervisor Date NCSC IT Director Date

9. Software Purchase Information


Software Purchased From Vendor PO # Date

License Key
419-755-4734

1. Department Contact Information


Specify a name, email address, and telephone number for both an administrative employee and an individual who is
technically responsible for the Software within the Department.

2. Budget
Indicate the account number from which funds will be used to purchase this Software. Specify the purchase price of the Software
and any annual maintenance costs. Also, estimate any additional implementation costs including labor, hardware, training,
etc. Then, if necessary, indicate the account number from which funds will be used to purchase a server to support this
Software. Specify the purchase price of the hardware and any annual maintenance costs. Also, estimate any additional
implementation costs associated with the server including labor, hardware, training, etc.
3. Software Information
Specify the complete name of the Software. Include the company name and version number and website. Example: Microsoft
Office 2013. Describe the purpose of the software and how it will be used at the College. Include departments that will be using the
software.

4. Vendor Contact Information


Specify the name of the vendor from which the Software will be purchased. Provide a name, email address, and telephone
number for both a sales person and an individual who can answer technical questions about the Software.

5. Software Delivery
Indicate how the Software will be delivered and provide more details such as building, room number, total PC’s, classroom
name, and or names of individual PC’s the software will be installed on in the provided box.

6. Expected Life Expectancy


Check the box that indicates the number of years that this Software will be used. For example, maintenance costs may
cover minor upgrades but eventually a major upgrade or new release of the software will need to be purchased; or the
Software may be a temporary solution associated with a time-limited College program.

7. Technical Requirements
Specify the minimum hardware configuration necessary to operate the Software. You may also note “see attached”
in the box and attach printed specs from the Software company.

8. Approvals
The appropriate signatures affixed to this form indicate approval for the purchase of the Software.
Department Dean/Supervisor. Obtain the signature of an employee authorized to sign for the Budget
Account Number. Also, indicate the date that the Software will be purchased.
ITS. Obtain the signature of the IT Director.

9. Software Purchase Information


After Software purchase, provide which vendor the software was purchased from, the purchase order number, date purchased and the
licenses key. A copy of all documentation pertaining to the purchased Software including Software certificates must be forwarded to
the IT department.

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