8-Step Approval process

8-Step Approval process

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Submisson

3-Point Check

Review

Application

DEPLOYMENT

mitigation

Evaluation

APPROVAL & PROCUREMENT

Step 1

Application Submission

Applicants complete the Software Request Form (via the link below, QR code or on the AP's SharePoint site).

Step 3

3-Point Check

The Committee Representative will request a first-level appraisal of the software/platform to confirm:

1. Safeguarding compliance
2. GDPR & data protection adherence
3. IT governance requirements

Step 8

Deployment & Follow-up

Applicants will receive regular updates on their request status.The priority timelines (Red, Amber, Green) will be followed as closely as possible, subject to external delays beyond the Committee’s control.

Step 7

Approval & Procurement

If approved, the application will be sent to the Finance (Purchasing) Department for processing.If not approved, the dissenting party (ICT, Data Protection Officer, or Curriculum/Support Staff Representative) will:

• Inform the applicant of the decision and rationale.
• Help identify an alternative approved product.
• Assist in researching suitable alternatives.

Step 4

Formal Submission

If the request meets initial requirements, the Committee Representative submits a formal application to the E&IC, categorising it by priority: Red – Urgent (immediate purchase & deployment) Amber – Within the next academic term (12 weeks) Green – Deployment within the next academic year

Step 6

Mitigation for Approval

The E&IC will work with the applicant to support the application’s success if there are E&IC’s concerns that can be addressed through:

• Adjustments by the applicant,
• Changes from the software supplier, or
• Technical/security modifications.

Step 5

E&IC Evaluation

The E&IC immediately begins assessment of the application, the progress of which is discussed at the monthly E&IC meeting. Before approval, requests must be 'green-flagged' by:

• ICT Team – Cyber Essentials & IT security compliance
• Data Protection Officer – GDPR & data protection compliance
• Curriculum/Support Staff Representative – Business case validation

Step 2:

Initial Review

A Curriculum or Support Staff Committee Representative will:

• Discuss the request with the applicant.
• Ensure basic suitability and safeguarding checks have been completed.
• Identify if existing approved (‘White-list’) products could meet the need.
• Suggest alternative solutions where possible to avoid unnecessary applications.