The Software Preapproval Process (SPP) is fully available in Workday and is highly encouraged for use. As a reminder, 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.
We're adding several form enhancements planned for May 15 that will be updated in the Create and Approve Software Preapproval job aid.
Additionally, there is also a job aid with instructions on how to review/approve a requisition from a Workday Inbox.
Below is a summary of the SPP form enhancements planned for May 15.
- Streamlined Vendor Preapproval Form language and instructions
- Addition of Accessibility Impact Ratings to align with new Digital Accessibility Procurement Review process (listed below)
- A4: Establish Official Institutional Status
- A3: Student or Public Program Access/Participation
- A2: Internal Operations
- A1: Individual Use (If A1, accessibility coordinator step is skipped)
- Addition of a Digital Accessibility Approver-only section
- Addition of recommended file naming convention information for attachments, to improve consistency and support ease of identification
Note: These enhancements will take effect on requests submitted on-or-after May 15.
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 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.
Updates continue
Stay tuned for more details in upcoming editions of NewsLink. Please direct questions about software purchasing to BF‑softwarequestions@osu.edu.