Enterprise Software Requests guide

This guide will explain the process for submitting a request for new Enterprise Software. https://www.tropicapp.io/

(This is also accessible by visiting the LF support portal at support.linuxfoundation.org and select the 'Contract, Software, and Vendor Requests' card. This will redirect you to https://www.tropicapp.io/)

The request will still go through four department review stages: Finance, IT, Privacy, and Legal. The ticket form in Tropic will capture the information required for all four teams except the Vendor Due Diligence Security and Privacy Questionnaire, and the Data Protection Evaluation Form. In order to expedite the privacy review, you can preemptively download these and give to the vendor to complete.

Please make sure you have the prerequisites completed before submitting the request.

Prerequisites

• Is this software known and approved by Jim? You'll need to supply his confirmation email as an attachment on the ticket.  This is no longer a prerequisite.
• Have you completed the Personal Information Evaluation form? Personal Information (PII) Evaluation v5.22 form. You'll need to download a copy (File → Download) and attach the completed form in the ticket.
• Download the two vendor privacy forms. Vendor Privacy and Security Assessment and Vendor Data Protection Evaluation Form These forms will be needed in step 5 below, so it is a good idea to preemptively ask the vendor to complete them to expedite the process.

Ticket approval status flow

1. Finance Approval in Tropic
2. IT Approval via Jira
3. Privacy Approval via Jira
4. Legal Approval via Jira
5. Final approval and completion in Tropic

Submitting the form

1. Submit the ticket in https://www.tropicapp.io/ making sure to attach the Personal Information form.
2. Download the two vendor procurement forms and give to the vendor to complete. Vendor Privacy and Security Assessment and Vendor Data Protection Evaluation Form
3. Finance will review your ticket. If the budget is approved, finance will add their approval to the ticket and will create two Jira tickets on your behalf; one in IT and one in Privacy Requests JSD. These requests will show in your service desk portal ( support.linuxfoundation.org ) in the top right under your profile

4. You will need to create one additional ticket in the Legal Jira support portal at legalrequests.linuxfoundation.org. You will need to reference the Tropic request.

5. When the vendor has completed the two privacy forms, attach them to your privacy ticket.

6. You will receive emails when the status of your tickets have been updated or if a comment has been added. You may check the latest status at any time at support.linuxfoundation.org and legalrequests.linuxfoundation.org