What is best practice in software procurement? Software Procurement best practice is formed from a combination of complementary factors.

Ideally a mature environment will have a sound Foundation Layer based upon the standard purchasing practices defined within Information Standard 13: I CT Procurement Best Practice, Queensland State Purchasing Policy and by the spec ific purchasing policies and practices of the Agency. This will then be built upon by the development of tools, an understanding of th e intricacies of software licences and utilisation of systems to retain this uni que information. This model refers to these as the Good Practice Layer. A final layer adds value to the process and incorporates the acquisition of know ledge, which ensures that best value and best fit is acquired in purchases. Thi s is referenced as the Value Add Layer. The following diagram shows the various layers which combine to form the Softwar e Best Practice Procurement model. Foundation Layer: The foundation layer of software purchasing best practice incorporates policies and practices which are common to all technology purchases within Queensland Gov ernment. The key components are Queensland State Purchasing Policy, Government Information Technology Contracting Terms and Conditions Version 5 (GI TCV5) Information Standard 13, ICT Purchasing Best Practice, and Agency specific purchasing policies and practices The first three of the above are the mandatory requirements of all ICT purchases and are available on the Queensland Government Chief Purchasing Office (QGCPO) and QGCIO websites. Agency local procurement instructions interpret and apply whole of government po licies to the specific agency situation. These are generally available on the A gency intranet. Agency components that make up this layer are: Software Purchasing Policy Development of a detailed policy that stipulates who is allowed to make purchases, who is delegated to approve funding, how these are to be made and stipulates the supporting procedures to be followed Software Purchasing Procedures A detailed document describing the processes to b e followed, the steps to be taken, delegated and authorised officers and the inf ormation to be recorded throughout the procurement process. Agency procedures sh ould also clearly define the roles and responsibilities applicable throughout th e purchasing process. Software Asset Register An essential component of a robust purchasing process is a comprehensive database in which data covering acquisition, licensing terms an d conditions, documentation and important software assurance or renewal dates is maintained. This is critical as traditional purchasing systems do not commonly cater for this additional information Good Practice Layer: The Agency can add a number of processes and practices which will ensure it: Procures and deploys software in line with licensing terms and conditions Only procures and deploys software which meets its business needs and which is a ctually required; and implements and maintains systems to record and support licence usage These processes and practices are: Approved Software List Adoption of a software suite which is approved for use by the agency and which is tested for compatibility with the network environment.

Non-Approved Software List A listing of software which has previously been consi dered for agency usage but has been rejected. Most commonly it would have been r ejected on grounds of compatibility or because of the existence of an alternativ e approved product. Existence of this list can save considerable effort in the p urchasing and network management teams. Standard Operating Environment Change Control Establishment of a Change control process to ensure that proposed new additions to the Approved Software List are tested for compatibility and meet business needs. Software packages A common purchasing scenario will be the requirement to purcha se a suite of standard software for additional computers; this would typically i nclude the standard operating system, office suite and other items recommended f or use by every member of the agency. Importantly ancillary licences such as CAL s should also be incorporated into this package. The procurement of these packag es should be triggered as part of an additional computer procurement process. T he procurement of replacement or upgrade machines should trigger a procedure to transfer the existing software products and update the Software Asset Register. Pooled Software List A mature agency will utilise metering tools and de-installa tion information to ensure that requested items are not already owned before pro ceeding with purchasing requests Software Licence Contract Management In most cases vendors offer licence program s where the licence and media can be distributed electronically making significa nt savings. Agency procurement procedures should consider all existing licensi ng arrangements under which software procurement can or must occur, e.g. whole o f government or similar arrangements. A successful purchasing program will incor porate: o a good working knowledge of the required products EULAs and the specific terms and conditions that will define how the licence is able to be used by the agency, These include: Software Expiry and Renewal Options Maintenance options Support Options Alternate Licensing options, and Requirements to retain proof of licence o A documented procedure for tracking and reviewing existing licence contr acts and agreements to ensure that renewals occur on time and the best value is achieved. Ancillary Licensing needs An Agency needs to work with vendors to fully understa nd the licence needs for a product and where necessary shall purchase additional ly required licences such as CALs or maintenance.