SaaS request form guidance

Complete the form

To start your request for a new or approved SaaS, please click the link below to complete the form. This will open in a new tab. Please refer back to this webpage for guidance, if required. 

If you wish to use Qualtrics and are part of SSHES, Psychology or SBE, it is already available to you so you do not need to complete this form.

Please note this process is not aimed at individuals or less than 5 people who are needing software.

Important: The form cannot be saved partway through, so please ensure you have prepared your responses in advance by following the Question guide below.

Start my SaaS request form

Question guide

The following information is required to complete the request form.

This should be a Head of School/Service/Operations, please note we do not accept anyone else. This person will be required to sign off on the purchase costs and any identified risks.

Add the software name, otherwise leave this field blank.

If this software has previously been approved it will appear in the list of approved SaaS applications: https://www.lboro.ac.uk/services/it/topics/saas-filterable/ 

Please provide the supplier name and the name and email of your contact person at the supplier (also referred to as the vendor).

If there is an online demo/promotional video of the software, please provide the link, otherwise leave this field blank.

In layperson terms, what does this software do? What process or activity will it support? Who will benefit from the introduction of this software? Please provide as much detail as possible to avoid delay.  
Does this request tie in to a key LU event e.g start of term, graduation? If so, which one(s)? How time sensitive is this request e.g. is there a deadline, if so please provide dates. What is the consequence of not meeting the deadline?
Please note there may be a queue and time delay. Your request will firstly go through a review, then, once your request is assigned to a business partner, this typically takes 1-3 months or more depending on vendor engagement.

Does the software replace an existing system or process? This could be an existing piece of software or a manual process which you are attempting to make more efficient.  

What is the approximate cost of the solution? Are licenses costs per user and if so, how much per user? Is there an enterprise (site-wide) license that allows anyone in the University to use the software and if so, how much does that cost as an alternative? If the costs exceed statutory thresholds for conducting a tender process, you will be referred to the Procurement team.

Will payments be processed through the system?

If yes, what security measures are in place to protect payment information? And is the system Payment Card Industry Data Security Standard (PCI DSS) compliant?

Who will be interacting with the system?

Are there less than or more than 50 users accessing the system?

How many system administrator accounts will you need? 

Please note a system administrator has elevated access in comparison to a standard user of the software. They would have access to the 'behind the scenes' i.e., people who may need to add/delete user accounts, analyse user data; and/or produce account management reports.

 

What type of personal data will the software solution require access to?

Guidance - Data privacy-related resources

Will any data being collected/shared align to these categories?

  • Personal data revealing racial or ethnic origin
  • Personal data revealing political opinions
  • Personal data revealing religious or philosophical beliefs
  • Personal data revealing trade union membership
  • Genetic data
  • Biometric data (where used for identification purposes)
  • Data concerning physical or mental health
  • Data concerning a person's sex life
  • Data concerning a person's sexual orientation
  • Data concerning a child (under the age of 18; may include University applicants)
  • Commercially sensitive data
  • National security/military-related data
  • None of the above
Guidance - Data privacy-related resources

Does the software support Single Sign on (SSO) or Multi-factor authentication (MFA)? The supplier will be able to advise this. Please note either SSO or MFA will need to be supported to use the software. For further information please visit: Multi-Factor Authentication | IT Services | Loughborough University

Where will the vendor store the data for this system? In the UK? EU? Other? 

If you cannot find this out easily, leave this field blank for now but try to find out and let the Business Partnering Team know as soon as possible. Your risk assessment cannot be completed without this information. Most software vendors have information about their data policies, storage, management and security on their websites.

Quick links

Requesting Software as a Service