Software Request and Renewal Process

How to request a new software or renew an existing software

All software purchases (new requests or renewals) must be evaluated by LIT's software security team in order to ensure it complies with UW System security policies.  The same form is used for both a new software request or renewal of an existing software.  Once the form has been completed, it will be routed through the request process.  Automatic e-mails will be sent to keep the requester informed of progress through the system.

New Software Request

Begin the software request by contacting the LIT Consultant for your department.  The Consultant will assist you in getting started through the process.

Software packages can be purchased with many distinct licensing models.  Software that is provided for free is also governed by processes that must be followed before software can be used on campus.  If you have questions concerning the correct type of license to request, please contact  

The software request form can be found at the link below:

 Software Request Form    

  • The requester information at the top of the form will be populated automatically.
  • Complete each field on the form with the following information:
    • Software name
    • Number of licenses
    • Manufacturer
    • Total Cost
    • IT Consultant Information
    • Data Stored or Processed
    • Funding String / Approver
    • User Account Information
    • Location of software
    • Brief Description
    • Attached Quote
  • When completed, click Submit.

The following diagram includes the detailed process, including the LIT and Purchasing review.

New Software Review and Procurement Process Diagram 

Software Renewals

If a previously approved software is up for renewal, the original requester will receive an email notification 60 days before the renewal date. The email will come from Software Purchase/Renewal Form <>. Software must be evaluated each year upon renewal even if it was approved in the past.

  • The email will include a link to the Software Renewal Form to review.
  • Requester should review all information and update if necessary.
  • LIT security team will review to make sure software continues to meet security requirements.
  • Purchasing will review terms and conditions.

The following diagram includes the detailed process, including the LIT and Purchasing review.

Renewal Software Review and Procurement Process Diagram 


Example of the Purchase/Renewal Form:

Software Purchase or Renewal form example

Keywords:software request, software renewal, new software, software form, purchase software   Doc ID:117965
Owner:Peggy K.Group:UW Stout
Created:2022-04-14 08:28 CDTUpdated:2023-04-19 08:13 CDT
Sites:UW Stout
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