Purchase software licenses (Adobe Creative Cloud, Acrobat, Microsoft Project etc).

Cloud services generally

If not Adobe Creative Cloud, Acrobat, or a Microsoft license like Microsoft Project, departments are generally free to purchase subscriptions to cloud software.

• You must let Systems know what software it is, who has licenses, and if anything material changes over time (including discontinuing use of the tool).
• It's not going to deal with personal/student data. If it is, contact su.systems and su.data-protection outlining the tool and its uses.
• Support expectations should be clear to all users, i.e. Systems does not provide support for external tools so staff should undertake training and read documentation for the supplier.
• The budgeting is based on who is using it (Union-wide would be Systems but that would need planning into the budget, otherwise departmental budgets should cover it).
• If needed to be paid by credit card, it's on a credit card managed by the team or close to the team - i.e. not necessarily managed by Systems.

It's always important to make sure there's actually a use case for the software for the role. It is best to do some sort of consideration process about the software, your requirements, impact on processes and data, etc before subscribing to avoid subscribing and then finding it doesn't work for you.

Adobe Creative Cloud, Acrobat or Microsoft Project

Software licenses can be purchased via UCL ISD per person (unless stated otherwise). Due to finance differences,  Union staff cannot purchase via the Software Hub (https://softwarehub.ucl.ac.uk/) unlike UCL staff.

Union Staff submit software purchase requests via Exchequer Mobile.

Note: most software licenses expire around August each year. Please re-submit this form as needed each year.

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1. Identify the software on the UCL Software Database https://swdb.ucl.ac.uk/
   • Adobe Creative Cloud - https://swdb.ucl.ac.uk/package/view/id/753
   • Adobe Acrobat Professional - https://swdb.ucl.ac.uk/package/view/id/54
   • Microsoft Project - https://swdb.ucl.ac.uk/package/view/id/288
   • Microsoft Visio - https://swdb.ucl.ac.uk/package/view/id/346
2. The price will be detailed on the Software Database under "Licenses".
   • Note for Creative Cloud, you can either have a named user license (for a specific person), or a device license (for a specific device). For the device license, you will need to provide the device hostname for each device as part of the Purchase Order, e.g. UCL asset tag for Desktop@UCL device.
   • Note licenses are only for a year, generally expiring in August.
3. Budget holders only, now have to submit a purchase order via Exchequer Mobile for the software they wish to purchase. See link here to SU Finance Exchequer Mobile PO/Purchase requisition guide & link to SU Finance Raising & Delivering POs folder 

Purchase Orders via Exchequer Mobile

Please note that all software purchases are now done via Exchequer Mobile by the budget holder of that team, systems will no longer submit purchase orders on your behalf for software or hardware purchases.

Below is a quick step by step guide on how to submit a software PO, links to the full guide are above.