Before configuring the Application Library (and/or Application Requests), take time to assess your organisation’s existing approach to managing applications. Understanding your current workflows, challenges, and goals will help maximise the benefits of the library and ensure a smooth transition.

Consider how your organisation currently tracks and manages applications, and identify the challenges you are aiming to address when launching this new Platform. For example:

• Spreadsheets: Are applications documented manually in spreadsheets? If so, how are updates tracked, and how easy is it to access and share this information?
• Dedicated software tools: If you use a separate tool, does it fully meet your needs? Are there limitations in reporting, tracking, or integration with compliance and security workflows?
• No formal inventory: If applications are managed informally across different teams, what challenges does this create for visibility, governance, and security?
• Lack of visibility: Do staff struggle to find approved and available applications?
• Compliance risks: Are applications assessed for data protection, safeguarding, and security?
• Duplicate or redundant tools: Are multiple applications serving the same purpose, increasing costs and inefficiencies?
• Difficulty in tracking approvals: Is there a clear process for requesting and approving applications?
• Review and evaluation: Are applications regularly reviewed to ensure they remain relevant and compliant?

Once you have assessed your organisation's current approach to managing applications and identified challenges, the next step is to develop a clear implementation strategy for setting up the Application Library (and/or Application Requests). This step ensures a smooth transition and maximises the Platform’s benefits. Key considerations include:

• Decide who will oversee and maintain* the library.
• Determine who will review and approve new requests (made via Application Requests), including key areas of responsibility such as: safeguarding, data protection, IT, artificial intelligence (AI), and pedagogy.
• Will users be allowed to send application requests directly from the library for approved applications? If so, ensure the designated email(s) are correctly added in the Organisation Profile and IT are aware users will be making installation requests from the library.
• Determine how notifications will be handled, for example: will email addresses for safeguarding, data protection, and IT be included in the Organisation Profile so that all designated teams (or individuals) receive notifications? Alternatively, will an initial email address be used, ensuring that if an application fails the data protection compliance check, it is rejected immediately and not forwarded to safeguarding or IT? Consider whether a tiered review process is required, where applications move sequentially through data protection, safeguarding, and IT only if they pass the necessary criteria.
• Decide how to manage application visibility. Will applications marked as Rejected be displayed in the library? Should applications with a Pilot or Coming Soon status be showcased? If an application is marked as Rejected it could deter users making a new Application Request as they are aware of a previous assessment.
• Define how applications should be categorised within the library? Will you categorise by subject or department, intended user group, age appropriateness, school, and audience? You have the ability to add customise subject, department, school, and audience information using a +Other function. Spend time agreeing the correct terminology and categorisation. Similarly, will you use the term staff or faculty and will you list the lowest allowed age group for an application, or select all applicable age groups?
• If your organisation uses 9ine’s Privacy Platform or Vendor Management, will you integrate the Application Library with Vendor and POA (Processing Operation Assessment)?
• Will you highlight if an application utilises AI when publishing to the library? If yes, will you use 9ine's AI risk ratings (unacceptable, high risk, limited risk, and low or minimal risk) or will you define your own?
• How will these risk ratings align with approval or rejection decisions for applications?
• Will all applications in the library require safeguarding guidance or will guidance be provided only for higher-risk applications, such as those involving AI, user-generated content, communication features and higher risk data sharing?
• Identify if you intend to use the following fields and who from IT will provide the relevant information for each application: licence type, licence count, operating system compatibility (mobile, desktop, and browser-based), recommended browser and login method.
• Will applications include supporting resources such as training videos for staff?
• What types of attachments will be available?
• Will applications be linked to related applications within the library?

Once your implementation strategy is in place, the next step is to identify which applications will be included in the launch. A structured, phased approach ensures a smooth transition, helps staff familiarise themselves, and allows for refinements before expanding the library further. 

When determining which applications should be included in the initial launch, consider the following:

• Core applications which would be deemed high priority, including essential tools already in use across the organisation, such as: Learning Management Systems (LMS) (e.g., Google Classroom, OneNote, Microsoft Teams), Assessment & Grading Tools, Communication Platforms (e.g., Zoom, Microsoft Outlook) and Productivity & Collaboration Tools (e.g., Google Workspace, Microsoft Office).
• Applications used by multiple departments or user groups to ensure wide adoption.
• Applications with established compliance and security approval minimising risk at launch.
• High-impact applications including tools that have demonstrated strong engagement and effectiveness in the classroom.
• Popular applications among teachers and students that would benefit from improved visibility and governance.
• Applications that support specific curriculum goals or fill existing gaps in teaching and learning.

As the initial phase of the rollout concludes, it’s essential to evaluate the implementation, gather feedback, and refine the library to ensure its effectiveness and long-term success. Consider obtaining feedback through a user feedback survey or focus group session. For Application Requests, consider if all users will be required to submit a new request or if you will trial this feature with one or two individuals. 

• Including applications that require compliance & risk review.
• EdTech tools that involve student data processing or user-generated content.
• AI-powered applications that may require additional safeguarding guidance.
• Applications that handle sensitive personal information and require a Vendor or POA (Processing Operation Assessment).

Before rolling out the platform to all staff, consider starting with a smaller group of trial users to gather initial feedback and refine workflows. If your organisation wishes to adopt this approach:

• Select a test group consisting of IT staff, compliance teams, and key staff.
• Provide initial training on how to access and navigate the Application Library and Application Requests (or utilise our Help Centre videos).
• Encourage trial users to submit application requests (if enabled) and explore the review process.
• Collect feedback on the user experience, categorisation, and request workflows before full deployment.

You can also consider a phased approach where you first launch the Application Library, review and refine its setup based on feedback from staff, and then introduce Application Requests to streamline user submissions.

Alternatively, your organisation may prefer to launch Application Library and Application Requests with all staff in one go. Clear communication is key to ensuring staff understand the purpose of the Application Platform and how to use it effectively. Send communication, covering:

• The purpose of the Application Platform and how it benefits staff.
• Who has access and what permissions are assigned.
• How to search for and request applications.
• Where to find support, FAQs, or training materials.

Once the initial applications for launch have been selected, the next step is to assign user permissions, introduce users, and communicate the rollout effectively. Ensuring the right people have the correct level of access will help facilitate a smooth implementation and encourage early adoption. Organisations can assign two levels of permissions for managing the Application Library:

• Application Library Administrator: Full access to publish, edit, and delete applications (including the ability to access Application Directory and Bulk Upload).
• Authorised User: Read-only access to view and interact with the library content.

Additionally, for organisations implementing the Application Requests feature, the following permissions can be set:

• Application Request Administrator: Can approve, reject, and delete application requests.
• Authorised User: Can submit application requests but cannot view requests made by others.

Your organisation’s 9ine Platform Administrator can manage these permissions via the User Management feature in the platform header.

If you have purchased Application Library onboarding, our team can provide additional support, including:

• Dedicated Onboarding Sessions: Our experts can guide your team through the initial setup, user management, and best practices for structuring your library.
• Configuration Support: Need help with assigning permissions, setting up workflows, or categorising applications? We provide step-by-step assistance to ensure everything runs smoothly.
• Data Import & Bulk Uploads: If you’re transitioning from spreadsheets or other systems, we can support you in migrating application data efficiently.
• Administrator & End-User Training: Specialised training for administrators and general users to ensure smooth adoption across departments.

The attached document outlines an example onboarding process for the Application Platform, providing a structured approach for a smooth implementation. The timeline estimates are approximate and will be refined in collaboration with your representative.

9ine’s Application Library onboarding service

At 9ine, we are committed to ensuring that your organisation maximises the benefits of the Application Library and Application Requests. Whether you need help getting started, configuring the Platform, or ongoing support, our team is here to assist you at every stage of your journey. We understand that each organisation has unique requirements, so we offer tailored onboarding support to help you set up the Application Library efficiently. 

We're here for you beyond the initial setup. Our support team is available to assist with any technical issues, questions, or additional configuration needs.

• Help Centre Access – Find detailed guides, FAQs, and troubleshooting tips for common questions.
• Email & Ticket Support – Reach out to our support team at [email protected] for personalised assistance.
• Dedicated Account Management – For larger implementations, we offer ongoing account management to ensure continued success.