The Software Preapproval Process (SPP) in Workday is currently in soft launch. This new approval process streamlines the software purchasing process and aligns the required legal, security, and accessibility processes. The SPP guides users through the approval steps in Workday, minimizing delays and ensuring reviews and approvals are completed.
While the project is in soft launch, we're adding several enhancements planned for March 1. Additionally, we've updated the Create and Approve Software Preapproval job aid to include a section on roles and responsibilities, frequently asked questions, and a short video highlighting the Ohio State Software Directory.
If needed, there is also an additional job aid with instructions on how to review/approve a requisition from a Workday Inbox.
Below is a summary of the enhancements planned for March 1.
- Simplified and consolidated questions on the intake form
- Updated the question order to establish a more logical flow
- Software name at the top (improves visibility)
- Renewal yes or no at the top (improves visibility)
- Simplified Terms and Conditions (T&C) question (mitigates uncertainty)
- Only viable product (new question increases efficiency)
- Warning the initiator if the software directory is not reviewed
- Additional “help text” for review and approve steps for expedited review criteria
- Updated process routing to skip steps when specific conditions are met
Note: These enhancements primarily apply to requests submitted on-or-after March 1. Requests already “in progress” will follow the previous business process routing.
Complementary Services
Ohio State Software Directory - In tandem with SPP is the Ohio State Software Directory. Many titles in the directory have already been reviewed and may not require preapproval. However, if your need doesn’t match the existing use case, SPP may still be required.
Ohio State Storage Directory - Along with SPP and the Software Directory, is the Ohio State Storage Directory, a new self-service tool for IT professionals, faculty, and researchers. It helps users explore data storage options based on their needs and ensures they meet Ohio State’s Institutional Data Policy (IDP) and retention requirements.
More Info Coming Soon
Continue to stay tuned for more details in NewsLink.