Web Application (SAAS)

Overview

Web Application (SaaS) Purchase Request is the service for acquiring or updating Software-as-a-Service (SaaS) subscriptions—cloud-hosted applications that run in a web browser or vendor platform (e.g., Canva, Grammerly, Visme, etc.). IT must vet, approve, and centrally manage all SaaS contracts to ensure data security, compliance, and cost control.

Description of service

This service guides the end-to-end procurement and onboarding process:

  • Confirms the requested SaaS is not already licensed through an existing Borough agreement

  • Performs security, privacy, and accessibility assessments (SOC 2, VPAT, data-residency, MFA support)

  • Reviews terms of service, data-processing addendums, and exit/backup provisions with Legal & Procurement

  • Negotiates pricing, renewals, and user tiers; captures funding codes and department approvals

  • Creates or links SSO / SAML integrations and sets role-based access controls in Intune/Azure AD

  • Documents license counts, renewal dates, and ownership in the software-asset system and renewal calendar

  • Provides user-provisioning instructions or auto-assignment through the identity platform

Typical requests include new project-management tools, time-limited research platforms, or expanding seats for an existing departmental SaaS.

Before submitting this request

  1. Verify need – search the Software Catalog to ensure no approved tool already meets the requirement.

  2. Obtain supervisor and budget-owner approval.

  3. Gather the following details (PDF quote or vendor link speeds processing):

    • SaaS product name, vendor, and URL

    • User count or subscription tier and annual/one-time cost

    • Business justification and main use case(s)

    • Type of data stored or processed (PII, CJIS, HIPAA, public, etc.)

    • Desired go-live date and contract term (monthly, annual, multi-year)

    • Funding source (dept code, grant, project ID)

    • Vendor security docs (SOC 2, ISO 27001, CSA CAIQ) and accessibility statement (VPAT) if available

How we process this request

Once submitted, a technician will:

  1. Review documentation and clarify requirements.

  2. Conduct security & accessibility reviews (2–5 business days typical).

  3. Coordinate with Procurement for quotes, contract language, and PO issuance.

  4. Configure SSO / user provisioning and pilot test.

  5. Notify you when licenses are ready and provide onboarding steps.

Complex security reviews or legal negotiations may extend timelines; you will receive status updates.

How to request this service

Click the Request Service button or corresponding Service Offering for Web Application Request and complete the form with the details above.

If you are unable to fill out the form, call the Service Desk at (907) 861-8553.

Additional Information

See the Knowledge Base for the current Software Catalog and other information