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Applications Management Protocol (AMP) IT and Library Services

In accordance with the University's Software Policy, Faculties and Directorates must request the installation of academic or administrative software on the university's networks or on student IT facilities via the AMP process. This includes new software, plug-ins, add-ons, upgrades to software already installed, software for which license(s) have expired and applications to be developed in-house.

The AMP process concentrates on software that is required on staff and student desktops, networked laptops and university owned unmanaged devices.  For Cloud related software (ie SaaS) or software that requires integration with an existing university system (ie Moodle or user authentication), this request would need to follow the PMO IPDR route - https://docs.gre.ac.uk/rep/information-and-library-services/initial-project-development-request-ipdr-template.

The AMP process allows ILS to evaluate the installation, operation and support requirements of a software application, and to identify any adverse effects it might have on network performance and security. It is vital that the university meets its legal and contractual obligation with all software licensing Terms and Conditions (T&Cs). A commitment to purchase or develop new software should not be given prior to this evaluation in case it cannot be installed, networked, or supported.

It is vital that AMP requests are made in good time both to allow the proper technical evaluation of software applications to take place, and (for software to be used on the student IT facilities) to fit in with the strict annual timetable for producing a standard student computer set-up across the university.

Software for student use

In order to ensure that the student IT facilities are fully operational at the beginning of each academic year, it is only possible to do major updates to the student software applications once a year, in August/September. During the rest of the year the support effort has to be concentrated on the maintenance of the student IT facilities (including the set-up of the student computers) and installation of new student software packages cannot be undertaken. Staff wishing to submit a request may be asked to clarify the expected usage of any software, to help ILS approve and prioritise installation of applications. Before making a request, please refer to our list of core software for 2017-18.

Please note that any software requested must be compatible with the latest university desktop image.

16th June 2017 is the deadline for AMP requests for the installation of student software applications in time for the next academic year. It will not be possible to install software by September if a request is submitted after this date.

It is appreciated that some Faculties will have software requirements which depend upon their budget for the financial year starting 1st August. Please inform ILS of these requirements using the AMP process as early as possible, and then contact the IT Service Desk on ext 7555 (or by email to helpdesk@gre.ac.uk) to update the request once the funding position is known.

Software for staff

University Staff (Academic/Researchers/Admin and Support) can make software requests throughout the year. Please note, specific software packaged and deployed in the student environment sometimes has separate T&Cs for staff machine installs. All staff software requests must be reviewed to ensure the university is compliant with software and application T&Cs.

Submitting a request

Important Information

For software that does not require purchasing, the requested date should be a minimum of 30 full working days (i.e. Monday - Friday excluding bank holidays and other days the university is closed) from the date the request is received, to allow sufficient time for an application package to be created, tested and deployed.

If purchase is required you should allow a minimum of 30 full working days from the date we receive the application installation files / licensing information / activation codes etc.

As obtaining software can be a lengthy process (especially if it requires the addition of a new supplier to the University's ordering system), you should assume that AT LEAST 30 working days will be required to complete the purchase and adjust your requested start usage date based on this.

In order to make a software installation request, please complete the AMP form. Once you have completed the form, it will automatically be submitted to the IT Service Desk, and you will also receive a copy.

The IT Service Desk team will confirm receipt of your request. The University Desktop Group will review your request and inform you if there are any reasons for it to be rejected (i.e. a different version of the software is already installed, the software is trial or a beta software) and if not, keep you updated with the installation process. You will be asked to supply the media if required through arrangement with the IT Service Desk.

The installation process consists of the following sub processes:

  • Creation of a software package (and configuration of licenses / activation codes etc. as required)
  • Testing
    • Does the deployment package install without error?
    • Does the application work correctly on the ILS/Faculty environment with a user account that a student or staff will use?
    • Does the application cause any problems with other applications?
  • Deployment

Installation media and documentation

In order to minimise the risk of loss, please do not send installation media, licence activation codes, instruction booklets etc to the IT Service Desk until requested to do so after your AMP request has been logged. Do not leave these items with the local ILS systems team as other ILS staff may actually be undertaking the evaluation and installation.

Last update 13th October 2017

Last Updated: 16 Oct 2017