IT ServicesStaff

Business Partnering


These pages provide an overview of the process to implement a new cloud-based software solution, otherwise known as SaaS (Software as a Service) which can be defined as a method of software delivery and licensing in which software is accessed online via a subscription, rather than bought and installed on individual computers.

Please review the following page and then if you require a new cloud service (SaaS) or access to an already approved one please contact Business Partnering by email or phone 01509 225938.

How do I request a Software as a service, solution?

Step 1 – Review your Business Processes

  • Before you opt for a new software solution, please review your business processes, if you need help and advice from Change Projects they provide a ‘Guide on the Side’ service.
  • Consider all potential stakeholders involved in the process under review and ensure they are kept informed. For example Academic Registry for student related processes, HR for staff etc. 

Step 2 - Build your business case and check there are no existing software solutions available

  • Create a requirements document listing essential and desirable features
  • Check if there is another similar software package already being used at LU which would meet the majority of your requirements. You can contact Business Partnering to review options (see stage 3)
  • Review your business case ensuring it is robust enough to justify the University providing another software solution
  • Ensure your request has senior management support (Operations Manager or Professional Services Head). They will be asked to approve this request before we can investigate it further.
  • Ensure you have budget approval for the purchase, implementation and annual subscription.
  • Consider what data will you be sharing with the software supplier. Are you sharing any personal data with the supplier?  Why are you sharing this data?  Do you have consent to share this data? Have you produced a Data Protection Impact Assessment (DPIA)?
  • Contact the relevant Data Steward for any potential data sharing

Step 3 – Discuss your request with IT Business Partnering

  • Complete a ‘Software as a Service request form’ 
  • A member of the team will review, discuss and validate your request with you. 
  • Business Partnering will identify and make the case to obtain approval for any addtional IT resources required via the relevant boards and committes. 

Data sharing considerations and responsibilities

  • Review data sharing requirements with your appropriate Data Co-ordinator and undertake a data risk assessment for approval from the appropriate Data Steward.


  • You will need to speak to Procurement if the total contract value (or nominal 4 years if contract length unknown) is greater than £50,000 or if you are not following University Procurement Guidelines and the solution will cost more than £10,000. 

IT security checks

  • Business Partnering will work with ITS colleagues to review the security and architecture of the proposed solution. We will contact the supplier of the SaaS and ask them a number of questions.

Step 4 – Approval

  • You will need to ensure:
    • The relevant Data Steward(s) have approved your DPIA
    • Your Senior Leadership Team representative has approved the proposal and accepting any associated risks 
    • Procurement have approved your purchasing strategy (if over £10k)
  • Business Partnering will seek final approval from IT Services Senior Leadership Team

List of approved SaaS requests

Name of SaaS Service Description
Advance HE End Point Assessment for Degree apprentices (Academic Registry) Assessment management platform
Analyst by EMSI Labour market analysis software
Apex Lockers  Parcel distribution via lockers
Authorship Plagiarism detection tool
Belbin Team role assessment
Billetto Event booking
Climate Action Control  
Concierge Hub Hotel room - Food & drink ordering from own device
Connect 2 Loan management system
Cuttlefish (VLE for SSEHS) e-learning platform
Dashboard Casual staff shift, payment and training management
Degree Verification (Academic Registry) Communication management platform
DMPOnline  Online tool to create, review, and share data management plans
Essendex Text message alerting system
Ethics RM Workflow system for Research Proposals
EyeQuant AI User experience feedback tool
Fiscal Technologies Analysis and reporting to: Identify areas of risk and fraud within supplier spend and transactions;
Flipgrid  Social Media Tool
Foresight GC2 Sport research
Gecko Improved target marketing
Gorilla Specialist online experimental hosting platform
Gradescope Grading platform used to grade paper-based, digital & code assignments.
Health Assured App (OCC Health)  
ILM End Point Assessment for Degree apprentices (Academic Registry) Contracts management platform
ImPACT Online software for research
KoolZone  Temperature monitoring software of freezers
Kortex  e-Textbook solution: Access to digital copies of Course textbooks to both academic staff and students
Kukri Outsourcing the ordering of University sportswear
LeanKit Flexible Kanban Board and workflow functionality.
LibCal Study Space/Library resource booking system
LinkedIn Learning ( Training Online
MCR Loyalty ID card, loyalty reward system to replace cash+ Project and task management
Nutritics Lab software
Pavlovia Professional Development platform
Pearson end point assessment for Degree apprentices (Academic Registry) Assessment manageemnt system 
Playwaze Sports Teams management tool
Potentially Personal Best - extra curricular management and reward system
PowToon Creating short videos
Protocols Repository Research method repository
PT-X Payment software
PwC GITC Digital tax pathway between HMRC and Agresso
Qualtrics Advanced data collection survey software with AI analysis and reporting
SHE software Incident Reporting Tool Health & Safety software
Simitive  Workload management
SmartPay Credit card Payments
Sports Office Performance sport athlete monitoring, analytics and management reporting
Storetec Bulk document scanning service
Student Pad Advertising platform for accommodation from private landlords 
TM3 Physiotherapy Clinic Management System, including appointment bookings and billing etc.
TUCO online Electronic system for placing catering orders
Turnitin Coursework submission software
Uniwellbeing It combines social engagement activities, tools and educational content to empower all users to self-help and build positive habits, coping skills and resilience.
VanillaSoft Telephony software to support marketing philanthropy campaigns 
Vineup Alumni / Student mentoring platform
Warp IT System for recycling and reusing furniture
Welovesurveys External survey tool with analysis of results
XMA Portal  Portal for IT consumables
Zoho Business Partnering engagement tracker and task manager


How long will this process take?

This process is largely dependant on how long the supplier takes to respond to our security questions. To speed things up, we suggest you consider your data sharing responsibilities at the very start. The average time to obtain approval from the relevant stakeholders of this process is two months.

Does my request need to go to IT Portfolio Board?

Only if it needs to be a project and therefore either needs ITS Resources to implement, is considered hight risk or has a high cost to implement.