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Guidance for requesting Software as a Service (SaaS)

Find out how to request SaaS at the University and the information you’ll need to complete the request form before you start.

This page supports the Software as a Service (SaaS) webpage. We recommend you read that page first for context if you're new to SaaS requests.

Requesting SaaS

  1. Read the Software as a Service (SaaS) advice page. It covers what to expect, potential risks and your responsibilities.

  2. Use the checklist below to gather all the necessary details.

  3. When you're ready, complete the SaaS request form. Please note: you won’t be able to save your progress and return later.

Checklist: what information you will need

The following sections will appear in the form. Use this as a checklist and prep sheet:

1. Your details & intended use

  • Your name and contact details
  • Purpose of the software (e.g. research, teaching, administration)

2. Business/budget approval

  • Budget code and holder
  • Confirmation of funding approval from the budget holder

3. Business Owner

You’ll need to name a Business Owner. This person provides strategic oversight and is accountable for the overall success of the service. Their responsibilities include:

  • Providing high-level business requirements
  • Ensuring the service aligns with University and industry best practices
  • Validating that the service meets expected business outcomes before launch
  • Representing the service in strategic discussions
  • Reviewing and approving identified service risks and mitigations
  • Prioritising business requests (e.g. feature enhancements) to focus resources on high-value needs
  • Approving communications to stakeholders during major service incidents
  • Owning the service roadmap and long-term direction
  • Working closely with the Product Owner throughout the service lifecycle

4. Product Owner

This person manages requirements and vendor communication. You’ll need to name them. Responsibilities include:

  • Prioritising software needs
  • Liaising with users and stakeholders
  • Ensuring the product delivers value

5. Purpose of the software

  • What the software does (in lay terms)
  • The process it supports
  • Who benefits from its use
  • Whether it replaces an existing tool or process

6. Supplier information (if known)

  • Name of the software and vendor
  • Known technical, licensing, or vendor contact details

7. Time sensitivity

  • Is there a deadline or urgent need?
  • What are the consequences if missed?

Please be aware that there may be a queue and some delay in processing your request. It will first go through an initial review before being assigned to a business partner. From that point, the process typically takes between one and three months, or longer, depending on the level of engagement from the vendor.

8. Security & authentication

  • You will be asked whether the software supports SSO (Single Sign-On) or MFA (Multi-Factor Authentication). Please note that Microsoft Entra authentication is preferred. If you're working with a software provider, they should be able to confirm this for you.

9. Ongoing support

  • Will the solution require DDaT support?
  • Will it need access to other University systems or data?

If yes, further approval may be needed.

10. Personal data

  • Review What is personal data guidance before completing this section
  • Will the system collect/store personal data?
  • Where will data be stored? (UK, EU, outside EU). If you can’t find this information easily, leave the field blank for now but try to provide it as soon as possible. The risk assessment can’t be completed without it. Most vendors publish details about data storage, management, and security on their websites.

11. System users and admin

  • Estimated number of users requiring accounts
  • Confirm that your team/department can manage access
  • Identify at least two designated system administrators

Admins typically have elevated access (e.g. adding/removing users, analysing user data, generating reports).

12. Licensing and cost

  • Discuss the purchase with Procurement to ensure best value
  • Decide contract duration (e.g. 12 or 24 months)
  • Where known, please provide:
    • Quote or order form details
    • Confirm licensing model (per-user or site-wide)
    • Provide estimated cost and per-license pricing

Note: costs exceeding tender thresholds will be referred to Procurement.

13. Payment handling

  • Will the software process payments?
  • If yes, what safeguards are in place?
  • Is it Payment Card Industry and Data Security Standard (PCI DSS) compliant?

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