ServiceNow Software and Software Subscription Pre-Approval

Coming December 4: Pre-Transaction Review for Software Purchases

ITS Cybersecurity, in partnership with Procurement Services, is onboarding a pre-purchase vetting and approval process for all departmental software and related software subscription purchases. This pre-purchase process will be automated via the ServiceNow tool and will allow both areas to review needed software purchases for matters such as potential data security risks, compliance risks, license redundancy, accessibility requirements, etc. Completion and approval of the Software and Subscription Licensing Form on the ServiceNow platform will be required for all software purchases regardless of dollar value or applicable purchase method. The go-live date for required use and submission of the form for each software purchase is December 4, 2023.

Note: No changes are applicable to the current process for software subscription review within UK HealthCare areas.

The direct link to the form can be found here. Upon accessing you may be prompted to sign into ServiceNow using your linkblue ID and password.

Questions regarding the new process or the ServiceNow form can be directed to ITS/Procurement Services via this email.

Additional related resource: Software Acquisition Form (applies to software purchases $10,000 or over)

ServiceNow Software Frequently Asked Questions (FAQs)

Answer: Current software subscriptions will be reviewed/updated at renewal. All new software subscriptions will need a form (exception: UK HealthCare).

Answer: This policy applies to all software purchases regardless of value. This also includes software purchases which are no charge and/or "click-through agreements".

Answer: Yes, but only at renewal.

Answer: They should at the base minimum have a support@ email address you can provide.

Answer: You can submit multiple software agreements for review on a single ServiceNow ticket.

Answer: Yes, the goal is to create a list of pre-approved software that is accessible to everyone with a linkblue account

Answer: There isn’t an exact answer to this question, as it largely depends on vendor response. Typically, once the vendor response is received, the assessment will be completed within a day. Our goal is to create a library of pre-approved software to make the process quicker and easier.

Answer: Once the agreement is reviewed for security concerns, the request will go to Procurement Services, where the buyer will send the agreement back to the department for processing.

Answer: Once a ServiceNow ticket is created, it is assigned to the GRC team. They provide a score/assessment for that vendor back to the requestor and Procurement Services. The long term goal is to have a library of pre-approved software that you can pick from and not require the assessment since that would have already been completed

Answer: This is in addition to GASB. The GASB is a Federal requirement.

Answer: The form can be found here on the ServiceNow platform.

Answer: You can find the link for the Software Acquisition Form over $10,000 here.

Answer: No changes are applicable to the current process for software subscription review within UK HealthCare areas.

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ServiceNow Software and Software Subscription Pre-Approval

ServiceNow Software Frequently Asked Questions (FAQs)

Q: Do all of our current software subscriptions need a form filled out or is it just for future software subscriptions?

Q: Can you provide examples of software purchases this policy would be applied to?

Q: We currently have subscriptions to Mailchimp, Viemo, and Whova. Do we need to fill out the form for these?

Q: On the form, who should I list as the “Manufacturers sales rep contact and email” for services such as Apple Music, PlayStation, etc.?

Q: I have a group of multiple software agreements that need reviewed. Do I need to submit a separate ServiceNow Ticket for each agreement or can I submit one ticket for multiple agreements?

Q: Will there be a list available to show which software is approved for installation?

Q: How long is the review period? How long should I plan for prior to the desired transaction date?

Q: What happens after the request is approved?

Q: How would this work for recurring subscriptions that automatically bill a Procard?

Q: Will ServiceNow replace the current GASB process or is this in addition to the GASB form?

Q: Where can I access the required form?

Q: Where do you find the form that is required for CIO approval for software purchases over $10K?

Q: My department is part of UK HealthCare and couldn’t locate the form on UKHC ServiceNow.

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