Software Procurement Process

To request and obtain software through UWare, follow the steps below. Please note that not all software listed is processed by the UWare team, if you are redirected to the college of engineering site for a piece of software please reach out to them for any issues on billing or support.

Required Information

Before initiating a request, ensure you have the following details:

• Worktags (required for billing and tracking):
  • Cost Center
  • Resource Number
  • Activity Number
  • Program Number
  • Grant Number (if applicable)
• Supervisor Information:
  • Supervisor NetID or budget owner
  • A shared NetID may also be used for better departmental access
  • Additional contacts can be added later via the Manage My Subscription form
• Licensee NetID:
  • The individual who will be assigned and use the software license

Request Submission

1. Ensure that you have budget approval to make a purchase.
2. Access the UW Software Catalog (UWare).
3. Locate and select the required software product.
4. Carefully review the product page for licensing details, eligibility, and terms of use.
5. Submit a request using the link provided on the UWare product page.

Fulfillment and Access

Once the request is processed, an email notification containing access instructions will be sent.

• Most software subscriptions are provisioned immediately upon request.
• Microsoft products may take up to 10 business days, depending on license availability.
• Licenses automatically renew based on the renewal date of the software.

Software Audit Process

The primary method to audit software subscriptions billed to your department is the Subscription Licensing Audit (Bill Viewer).

Access the tool: Subscription Software Licensing Audit Bill Viewer

Requirements:

• Cost Center (mandatory)
• Optional: Additional driver worktag

Output: Generates a detailed report of all active subscription records billed to the specified Cost Center and worktags that can be exported to Excel.

Recommended for: Routine audits and self-service reporting.

Running reports in Workday is also the responsibility of budget owners to ensure that billing is appropriate. 

Subscription Management

The Manage My Subscription form allows authorized users to maintain and update existing subscriptions. Authorized users are the requestor of the software and the Supervisor UW NetID/budget owner on the submitted form. More contacts can be added later; see the Adding Additional Contacts section.

Available Actions

1. Cancellation
   • Permanently cancels the subscription
   • Important considerations:
     • This action is irreversible
     • Licenses cannot be transferred after cancellation
     • User access is removed on or shortly after the renewal date of the software
2. License Transfer
   • Transfers a license from one user to another
   • Key points:
     • Access for the current user is revoked immediately
     • Access for the new user is granted promptly
3. Worktag Updates
   • Updates the funding source for an existing subscription
   • Note that this creates a new subscription name
   • Requirements:
     • Provide new Worktags
     • Confirm supervisor approval/information
   • Use case: Budget changes or department changes

Access and Permissions

Only the following individuals are authorized to manage subscriptions:

• The Licensee
• Designated Subscription Contacts

Adding Designated Contacts

To grant management access to additional users:

1. Send an email to help@uw.edu.
2. Include the subscription name (or list of subscriptions) and the NetID(s) of the user(s) to be added.

Best Practice: For departments with a central group of individuals who help end users procure software, the use of a shared NetID to order the software can be an effective strategy to ensure continuity and improve the subscription management process.

Summary of Key Best Practices

• Ensure all Worktags are complete and accurate before submitting requests.
• Regularly audit subscriptions to maintain cost control and compliance.
• Use shared NetIDs for better continuity and reduced dependency on individuals.
• Act promptly when transferring or canceling licenses to avoid unnecessary costs.