Cameron Piercy and David Hansen voiced their concerns with the software approval process. When these issues were brought to the IT and Procurement team, then also realized there was some ongoing frustration across campus with the software approvals process, particularly around repeat reviews and uncertainty about what software was already approved. Faculty and staff were often asked to complete full approval workflows even when tools were widely used or previously vetted.
To address this, KU IT, Procurement, and Financial Services worked together to simplify and clarify the process. One key outcome was confirming that software listed on the IT website (technology.ku.edu) is already considered IT-supported and approved. For other software, the teams aligned on a streamlined approach that allows designated staff in IT and Procurement to approve routine or previously reviewed requests directly, rather than sending everything through a full review.
As a result, software requests now move faster, expectations are clearer, and there is less confusion about when an approval is actually needed. The updated process maintains security and compliance while reducing unnecessary handoffs and improving the experience for faculty and staff.
Fellow Change Agents:
- Cameron Piercy
- Dave Hansen
- Ed Hudson
- Ben Lizak
- John Rinnert
- Esmeralda Phillips
- Luke Raynor
- Erin Sommer
- Aimee Losey
Impact of idea:
- Reduced approval time and fewer handoffs for common software requests, improving turnaround and reducing administrative effort across campus.
- Streamlining routine software approvals could reduce administrative effort by approximately $5,850 per year
