Software License Request
Software License Request & Management Standard Operating Procedure (SOP)
1. Purpose
This procedure outlines the process for requesting, approving, purchasing, renewing, and managing paid software licenses within the organization.
The objective is to ensure:
- Proper cost control
- Manager oversight
- Clear business justification
- Responsible allocation of limited licenses
2. Scope
This procedure applies to all employees and departments requesting access to any paid software license or subscription.
3. License Request Process
All requests must be submitted via the designated ticketing system.
Required Information in the Ticket
The request must include:
- Product Name
- Subscription Type (Monthly or Annual)
- Monthly Cost
- Annual Cost
- Business Justification
- Duration of Need (Ongoing or Temporary)
Incomplete requests may be returned for clarification.
4. Business Justification Requirement
The requestor must clearly state:
- How the software supports their job responsibilities
- Specific tasks the software will be used for
- Why existing tools are insufficient
- The expected impact on productivity, compliance, or operations
Licenses are allocated based on business necessity and availability.
5. Manager Approval
Manager approval is required prior to purchase.
Approval must:
- Be documented in the ticket or via email
- Confirm business need
- Confirm budget authorization
Requests without documented manager approval will not proceed.
6. Review & Approval Workflow
- Request submitted with required details
- Business case reviewed
- Manager approval verified
- Budget confirmed
- License approved and purchased (if applicable)
- License assigned and documented
7. License Tracking & Documentation
The following must be documented:
- Employee name
- Department
- Cost center
- License type
- Start date
- Renewal date
- Approval record
8. Renewal & Ongoing Review
Licenses will be reviewed periodically (at least annually) to:
- Confirm continued business need
- Ensure cost alignment
- Reassign or cancel unused licenses
Managers may be asked to reconfirm necessity during review cycles.
9. Cancellation & Reassignment
Licenses may be revoked or reassigned if:
- The employee leaves the organization
- The role changes
- The software is no longer required
- Usage is minimal or unjustified