Overview
This article is for employees and student workers at Minnesota State University, Mankato and explains what the Technology Software and Services Review is, why it exists, when it is required, and how to complete the process correctly to avoid delays. The Minnesota State system and the State of Minnesota require that software, online tools, and certain technology purchases be reviewed before they are purchased, subscribed to, or used for university work. This review ensures legal compliance, data security, accessibility, and appropriate use of university and student data. It applies to all digital tools, whether paid or free.
Why this Review is Required
The Technology Software and Services Review helps the university:
- Protect student and university data
- Protect student, faculty, and staff privacy
- Meet legal and regulatory requirements
- Ensure digital tools are accessible to all users
- Reduce security, privacy, and contractual risk
- Support consistent purchasing and usage practices
Many software tools and online services include terms of use, data practices, or accessibility limitations that must be reviewed before they can be approved for university work.
When a Review is Required
If a tool involves accounts, data, connectivity, or terms of use, it requires review, even if it is free. When in doubt, submit a review or ask before purchasing or agreeing to terms. It is much easier to review tools in advance than after they are already in use.
Here are some key indicators to look for. You typically need to submit a review before you:
- Purchase or subscribe to software or online tools
- Agree to terms or conditions (including clicking “I agree”)
- Create an account for university work
- Use free tools, trials, or pilot tools
- Purchase technology that relies on software or online services
- Software or tools that students will interact with
When a Review is Not Required
A review is not required if the software, service, or tool is covered under an approved University or Minnesota State system contract and has been previously approved by IT in the last three years. If you are unsure whether a tool has a university or system contract, check before purchasing or request guidance.
Some examples of items that typically do not require a review are:
- Journal or news subscriptions
- Most hardware purchases through the Campus Computer Store
How the Review Process Works
To avoid delays, follow this process:
- Submit the Technology Software and Services Review.
- Receive the approval email.
- If approved, make the purchase or begin using the tool.
- Attach the approval email to your Workday expense report, P-Card transaction, or Purchase Requisition.
Review Timing
Many reviews are completed within 10 business days. Not all reviews are the same. The level of review depends on how the tool is used, what data is involved, and any accessibility, security, or legal considerations. Many low-risk tools are reviewed more quickly. Timing may also vary based on request volume and vendor responsiveness.
Workday Purchasing and Expense Reports
Technology-related purchases and expenses are sent to IT by Workday workflows to ensure required reviews are completed and documented.
When applicable:
- Technology-related expenses may be sent back.
- Non-technology expenses can continue moving forward.
- Once approval is received, expenses may be re-submitted with the approval email attached.
This visibility supports consistent application of review requirements and does not indicate a problem with your request.
What Information You’ll Need to Submit
When submitting a review request, be prepared to provide:
- A description of the product or service
- Vendor or company name and contact information
- Whether the tool is cloud-based or locally hosted
- Whether IT support is needed
- What types of data will be used or stored
Legal, Accessibility, and Compliance Considerations
All university software and digital tools must comply with applicable laws and policies, including:
- Federal Educational Rights and Privacy Act (FERPA)
- Health Insurance Portability and Accountability Act (HIPAA)
- Payment Card Industry Data Security Standards (PCI-DSS)
- Gramm-Leach-Bliley Act (GLBA)
- Minnesota Government Data Practices Act (MGDPA)
- Digital accessibility requirements (e.g., WCAG standards) as required by the Americans with Disabilities Act (ADA)
- Minnesota State Board policies and contract requirements
- University Policies and Procedures
Common Contract and Risk Considerations
Reviews may address contract terms and risk areas such as:
- Choice of law and venue
- Unilateral changes to Terms and Conditions
- Arbitration clauses
- Limitation of liability
- Indemnification language
- Vendor cybersecurity practices
- Accessibility support and remediation plans
- Use of data in AI tools
Student data may not be used to train AI models.
Individual Software License Purchases
If you plan to purchase software for individual use (even with personal funds for university work), the same review requirements apply. Many individual licenses include terms that do not meet Minnesota State system or State of Minnesota requirements. The review process helps identify and address these issues before use.
FAQ
What is the Technology Software and Services Review?
It is a required review for software, applications, online tools, and certain technology purchases used for university work. The review helps ensure tools meet requirements related to data protection, student privacy (FERPA), accessibility, security, and compliance.
When should I complete the Technology Software and Services Review?
The review should be completed before you purchase, subscribe to, or agree to terms for any digital tool or technology, whether paid or free. Completing the review in advance helps prevent expenses from being flagged or sent back later in Workday.
Is this a new requirement?
No. The requirement to review technology, software, and services before use is not new. What is new is increased visibility and consistency in how these reviews appear within Workday.
Why am I seeing technology-related items more often on my expense report in Workday?
A recent Workday update restored and automated review steps that were not always applied consistently in the past. As a result, technology-related expenses and purchases are now more visible in Workday expense and purchasing workflows, particularly when a review was not completed before purchase.
How long does a Technology Software and Services Review take?
Most reviews are completed within 10 business days. Processing time may vary depending on the level of review required, vendor responses and/or delays, the type of tool or technology, and the overall volume of requests. Some low-risk or internal-only tools may be reviewed more quickly.
Will this delay my expense report or other approvals?
In most cases, no. Reviews are designed to run in parallel with other approvals. When possible, only the technology-related expense is held while other expenses continue moving forward.
How does the review and expense process work if I do it correctly?
The intended process is:
- Complete the Technology Software and Services Review
- Receive the approval email
- Make the purchase
- Upload the approval email to the Workday expense item
When submitting your expense report in Workday, attach the approval email as documentation that the review was completed in advance. For recurring technology expenses (such as monthly subscriptions), the approval email only needs to be attached once per user, per year, as long as the tool and usage have not changed.
Why was part of my expense report sent back, and what do I need to do next?
If a Technology Software and Services Review was not completed before purchase, the technology-related expense may be sent back so other, non-technology expenses can continue moving forward. Once IT approval is received, you may re-submit the returned expense in Workday. When re-submitting, attach a PDF of the approval email.
I’ve been using a certain software, tool, or service for years, why do I need to review it now?
Workday has created increased visibility and transparency for technology purchases. Many of these tools have not previously been reviewed for security, legal, or accessibility concerns and need to be reviewed to ensure alignment with security, legal, and accessibility requirements.
How often does a Technology Software and Services Review need to be completed?
A review must be completed before the initial purchase or use of a tool or technology. For ongoing or recurring purchases (such as subscriptions or P-Card expenses), the review must be completed and documented once per user, per year, unless the item is covered under an approved university or system contract. If how a tool is used changes significantly, a new review may be required.
What kinds of tools need review?
Any free or paid tool that requires:
- Creating an account or logging in
- Agreeing to terms or conditions
- Internet connectivity or cloud services
- A subscription or payment
- Software or online services to function
This includes software platforms, online tools, and certain connected or “smart” devices.
Do free tools, trials, or pilots need review?
Yes. Free tools, trials, and pilot tools still require review if they involve accounts, terms of use, connectivity, or data.
Do technology or equipment purchases need review?
Sometimes. Equipment that relies on software, accounts, or online services, such as VR headsets, smart speakers, smart monitoring devices, or connected cameras, requires review. Technology purchased through the Campus Computer Store generally follows an established review process and does not require a separate review.
If a coworker already went through the review for the same software, do I still need to submit my own P-Card purchase and annual review?
Yes. Technology purchases made with a P-Card must be submitted once per purchase, per user, per year, even if the same software is already in use elsewhere on campus. While the review applies to the software, it also requires individual usage and access information, which can vary by person.
Does the review apply if a tool has a university or system contract?
Maybe. If a software, service, or tools is already covered under a university or system contract, a Technology Software and Services Review will be required each time the contract is renewed.
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