In accordance with the University's Software Policy, Faculties and Directorates must request the installation of networked academic or administrative software via the Application Management Process (AMP). 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 allows ILS to evaluate the installation, operation and support requirements of an 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.

In order to make a software installation request, an AMP form should be completed for each software application, and submitted to the IT Service Desk. Please note that any software requested must be compatible with the latest university desktop image.

It is vital that AMP requests are made in good time both to allow for proper technical evaluation of applications, and to fit in with the strict annual timetable for producing a standard student computer set-up across the university.

Software for student use

Major updates to the student software applications are made once a year, in August/September. 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.

30th November 2019 is the deadline for AMP requests for the installation of student software applications for academic year 2019-20 Term 2.

12th June 2020 is the deadline for AMP requests for the installation of student software applications in time for the next academic year (2020-21).

Software for staff use

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

Submitting a request

Before making a request,  check whether the software you wish to request is already available by using our software search.

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.

The IT Service Desk 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. 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.

The installation process consists of the following sub processes:

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

N.B. The AMP concentrates on software that is required on staff and student desktops, networked laptops and university owned unmanaged devices.  For Cloud related software (i.e. SaaS) or software that requires integration with an existing university system (i.e. Moodle or user authentication), a 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.

Last Updated: 03 Oct 2019