IT Procurement Process

REVISED ITPROCUREMENT PROCESS  Agency Discussion : 

REVISED IT PROCUREMENT PROCESS Agency Discussion

What’s Inside: 

What’s Inside Current DIT Initiatives Why Make the Changes? Benefits to Changes Changes from the As Is Process Desktop Commodity Pathway All-Other Pathway Revised Process Diagrams P-Card Purchases Agency Transactional Profiles What we need your Help with Appendices - Process Metrics, Detail Flows

Current DIT Initiatives – Service Delivery Improvement Initiatives (SDII): 

Current DIT Initiatives – Service Delivery Improvement Initiatives (SDII) IT Procurement Integrating & expediting request to delivery process with invoicing Service Level Agreements Identifying expectations and clarifying responsibilities Client Relationship Improving how we deliver services to agencies “Know the client-own the problem” End User Services Improving how we receive, route, and resolve requests Service Request Process Improving helpdesk and on site technical field support Cost Allocation Determining best the approaches billing for DIT services

Why Make the Changes?: 

Why Make the Changes? Listening to our Customers Because we said we would To be faster- reduce cycle time between customer request and installation and agency invoicing To enable DIT, a State Internal Service Fund, to achieve objectives on world class performance

Benefits from Changes: 

Benefits from Changes Creates enterprise on-hand inventory for quick re-deployment Frequent updates on status of request Agency tailored approval paths supports correct account coding for invoicing MAIN access for agency reviews, tracking, monitoring, and forecasting Ties purchase with work order notification/installation Ties purchases to DIT Monthly Invoicing through MAIN

Changes from the As Is Process: 

Changes from the As Is Process Two pathways; - Desktop Commodity - and all Other (call Agency Liaison; IO) Agency tailored approval pathways in MAIN Individual Agency ADPICS Depts and AC3 Creates single point of contact for diagnostics, inventory & standards checks, and desktop purchases.

What is a Desktop Commodity?: 

What is a Desktop Commodity? Desktop Computers and anything that attaches to it Laptop Computers and anything that attaches to it Printers, FAX, copiers, scanners, digital cameras, PDA’s, or any other device Desktop Software Upgrades (memory, drives, etc)

Desktop Commodity Purchase: 

Desktop Commodity Purchase call 24 19700 or 1-800-968-2644; (or email/fax/send DIT 15 as you do today) Hours: 7:30am- 5:00pm - Talk with the desktop experts - Review of standards, inventory, available software licenses Requests taken and orders initiated Systems changes ready June 2

All other Purchases: 

All other Purchases - call Agency Liaison for dialogue on needs - expert team creates solution and quote

What is a Everything else?: 

What is a Everything else? Servers, Mainframes, Network Application Software Projects with IT components/services IT contract services

Call 241-9700 for: Contact Agency Liaison for:: 

Call 241-9700 for: Contact Agency Liaison for: PC’s Off the shelf Software If you don’t know who to call for: Fax, Printing, Copy needs (DOM’s) Telephone/Voice needs IT Consulting Needs IT Contracts IT Projects Maintenance/Enterprise Purchase Contact Your Agency For: Supplies (Toner, Diskettes, etc) Cell Phones, Pagers Application User Training (MS Office)

P-Card Purchases: 

P-Card Purchases Guidelines state that Agency should not use P-card for IT purchases Within DIT, P-card is used for urgent purchases (Note: may need pre-approval via email, reconciliation to Agency Invoicing)

Why ship to Depot for now?: 

Why ship to Depot for now? Need to configure desktop for end user Shipments are checked against PO, tagged, and entered into inventory tracking Equipment is scheduled for installation and shipped for Field Service Action Equipment is Repaired (or returned to Vendor) Equipment is salvaged and surplus managed Additional Depot locations in future Direct ship currently more expensive Many orders have multiple components and must be staged as they are received

Slide14: 

Procurement Enters Req. in Agency Specific ADPICS Dept. Update Remedy System Continuous Requestor Notification of status Help Desk Receives call, email,DIT 15, or Fax. Team does diagnostics, does Inventory Check & Standards Review Vendor processes Order Budget Liaison Agency Approval/Denial IO or Designee Customer Service Ticket Created for Installation Receiving at Depot or Direct Ship Agency Customized MAIN Approval Process Standard Desktop Commodity – Customer View Item on hand? Yes No No Buy Necessary Field Service Performs Work P-Card --------48 Hours------ --------2 to 6 weeks----

Agency Transactional Profile: 

Agency Transactional Profile Single Point Contact Person to tailor process path: Define Agency Approval Path in MAIN: Authorized Signatories for DIT 15 purchases: Pre-approval thresholds ($100, $500, $2500, or at the commodity name level – mouse, keyboard, etc.) Any Agency specific restrictions?

What we need your Help with: 

What we need your Help with Please complete Agency Transactional Profile Please work with agency liaison (IO) to create Agency communication plan Please work within the DIT procurement system

Action Items from Meeting: 

Action Items from Meeting 1. 2. 3. 4. 5.

Appendices…….: 

Appendices…….

Slide19: 

Procurement Enters Req. in Agency Specific ADPICS Dept. Log into Remedy Continuous Requestor Notification of status Help Desk Receives call, email,DIT 15, or Fax. Team does diagnostics, does Inventory Check & Standards Review Vendor processes Order Procurement creates PO Agency Approval/Denial Budget Liaison/ IO or Designee Receiver entered in MAIN Packing Slip to Depot Procurement Team Customer Service Ticket Created for Installation Asset Mgt Entry and Tagging Finance Process TBD Receiving at Depot or Direct Ship Voucher created Vendor sends invoice to A/P Agency Customized MAIN Approval Process Detailed flow for DIT Desktop Commodity Procurement Item on hand? Yes No RTA/Standard? Yes No RTA Process No Buy Necessary Field Service Performs Work P-Card Model Office Review?

Slide20: 

DIT Desktop Commodity Procurement/Installation Metrics 4 Days to receive/install 3 Days to tag and ship 3 Days to Procure* Standard Purchase <30 days Vendor ship * Approval path dependent

Slide21: 

DIT Procurement Receives Request and Enters Req. in Agency Specific ADPICS Dept. Log into Remedy Service Delivery Team Notification of status Service Delivery Team works with Customer to Define/Document Needs. DIT 15 Created Vendor processes PO Procurement creates PO I/O or Designee Approves Budget Liaison/or Agency Checks IDG & Coding Receiver entered in MAIN Packing Slip/Signed Invoice to Procurement Service Delivery Process Asset Mgt Entry and Tagging Commodity Receiving at Depot Voucher created Vendor sends invoice to A/P MAIN Approval Process Detail flow for DIT Service Delivery Procurement CUSTOMER REQUEST Existing BPO? No YES CA Develops SOW/CS-138/Justification/AS-1/Enters Req into MAIN Aq. Services RFP/Sole Source/Pre-Qual or Raphits Vendor Service Delivery Process

How IT Supports State Government: 

How IT Supports State Government Supporting Agency Business Processes Effective and Efficient support of Agency operations and use of public/private resources Improving Citizen Access & Participation Improve convenience and accessibility of government services & public information

Commodity Process Metrics: 

Commodity Process Metrics From order to PO, Normal Desktop Acquisitions <5 units; 3 business days plus Agency approval path From order to PO, non-contract commodities <$25,000; 7 days plus Agency approval path From order to PO, non-contract commodities >$25,000; >30 days plus Agency approval path Vendor commitment to ship <30 days From receipt at Depot, 3 day turn around to Field Services From Field Services to installation, 4 days