Software as a Service (SaaS)
Introduction
The SaaS (Software as a Service) process to implement a new cloud-based software solution, 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.
Cloud software approval process
Review processes
- Review and streamline your business processes
- Take advice from Change projects
Build business case
- Gain senior management support
- Obtain budget approval
- Consider data sharing
- List requirements
- Check against existing systems
Request and evaluate
- Request via IT Business Partnering
- Complete DPIA
- Follow procurement process
- Evaluate IT Security
Approval
- Data sharing via data stewards
- Business case via senior management
- IT solution via IT senior leadership team
If you require a new cloud service (SaaS) or access to an already approved one, please complete the form using the link below
A - Z list of approved SaaS solutions
Last updated 30/03/2022
| Name of SaaS | Service description |
|---|---|
| Advance HE End Point Assessment for Degree apprentices (Academic Registry) | Assessment management platform |
| Altmetric |
The purpose of the software is to track online engagement to reveal how and where LU research is making a difference. |
| Ambassador System (TAP) | Peer-to-peer support for the student recruitment process. |
| Analyst by EMSI | Labour market analysis software |
| Apex Lockers | Parcel distribution via lockers |
| APCOA | Electric Vehicle Charging |
| APCOA | Provider of the new car parking management system on campus. |
| Authorship | Plagiarism detection tool |
| Belbin | Team role assessment |
| Billetto | Event booking |
| Board Intelligence | Board Management software |
| CAP2 CoursePro | App integrated into Legendware for the booking and management of swimming courses |
| ClickUp | Project and task management tool |
| Climate Action Control | Sustainability and Carbon footprint tool |
| 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 |
| Earthsense | Air Quality monitoring system for the University |
| EFI MarketDrirect StoreFront | Web-to-print online store front |
| eCareersGrad | Provides in-depth interview technique support to a wide group of students and graduates |
| Emerald Impact | Software toolkit to record and develop impact delivery plans for research. |
| 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) | Employee Assistance Programmes (EAP) services |
| Inkpath | A complete training management system with a built in booking system. |
| ILM End Point Assessment for Degree apprentices (Academic Registry) | Contracts management platform |
| ImPACT | Online software for research |
| Indeemo | Enables students on the UXD MA to conduct a remote diary study. to capture, journal and share in-the-moment thoughts and behaviours with qualitative researchers and brands in real time. |
| 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. |
| Legend | Sports booking system for SDC |
| LibCal | Study Space/Library resource booking system |
| LinkedIn Learning (Lynda.com) | Training Online |
| Loomio | Loomio is an online platform that provides a collaborative space for cooperatives. |
| MCR Loyalty | ID card, loyalty reward system to replace cash+ |
| Monday.com | Project and task management |
| Nutritics | Lab software |
| Order & Eat |
The University's equivalent of Deliveroo or Just Eat, where anyone can place an order for food delivery. This will over time include local restaurants as well as University catering. |
| OH Referral System | OPAS-G2 is a consolidated, single state-of-the-art, system provided by Civica. It is designed to manage all OH documents including appointment bookings. |
| PageOne - Janet Text service | Text message alerting system |
| Pavlovia | Professional Development platform |
| Pearson end point assessment for Degree apprentices (Academic Registry) | Assessment management system |
| Playwaze | Sports Teams management tool |
| Potentially | Personal Best - extra curricular management and reward system |
| PowToon | Creating short videos |
| Proactis | E-Marketplace solution which acts as the conduit between Agresso and punch out catalogues set up by the Procurement Team |
| 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 |
| Royal Mail & City Sprint | Postal management system (click & drop) |
| Sensus Access | Converts content (text documents) into accessible material based on the users needs |
| SHE software Incident Reporting Tool | Health & Safety software |
| Silktide | Web governance and audit suite. Used to monitor the web site and identify a number of issues, such as Accessibility, typos readability etc |
| Simitive | Workload management |
| SmartPay | Credit card Payments |
| SNAP surveys | Survey tool used for prospective and current students |
| Social Value Portal | A platform that allows its Members to measure, manage and report the delivery of social value. |
| Spoonfed | System for placing catering orders e.g. student event requiring canapes and wine for 50 people. (Not for individual order placement) |
| Sports Office | Performance sport athlete monitoring, analytics and management reporting |
| StreamYard | Software to allow LU to stream live video to a LU web page, containing School specific panel discussion, directly through YouTube. |
| Stripo | software that allows for easy creation of html emails that could be dropped into email clients (Outlook, CRM etc.) |
| Storetec | Bulk document scanning service |
| Student Pad | Advertising platform for accommodation from private landlords |
| Student Circus |
The purpose of the software is to provide International students with targeted careers information and work opportunities. |
| TM3 | Physiotherapy Clinic Management System, including appointment bookings and billing etc. |
| Traction | PwC audit and actions tracking system |
| Trybe | Spa and leisure management software for the running of day to day functions. |
| 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 |
| Vianet | Contactless payment solution for vending machines |
| 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 |
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 using the Saas Form button
- 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 additional IT resources required via the relevant boards and committees
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.
Procurement
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.