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DTS Procurement for Executive Branch Agencies

A comprehensive training and information guide for executive branch agencies on the procurement process for information technology through DTS. Topics covered include software, hardware, contracts, tips and tricks, changes to item type in ServiceNow, and more.

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DTS Procurement for Executive Branch Agencies

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  1. DTS Procurement for Executive Branch Agencies

  2. September 2018 PEP: Sourcing Information Technology • DTS Code and rules • What to buy through DTS • High level process • Software • Subscriptions/SaaS • Software contracts • ServiceNow tips and tricks • Hardware computer process • Hardware contracts • Slides: https://purchasing.utah.gov/wp-content/uploads/Sep-PEP-Sourcing-Information-Technology-Training.pptx

  3. Adobe and Microsoft software • Do's and Don'ts of IT procurement • Changes to item type in ServiceNow • Upcoming changes to look for (next 12 months) • Areas of responsibilities • Q&A

  4. Adobe and Microsoft software • Form and process for ordering and getting Adobe and Microsoft software changed in early 2019 • Software Asset Management (SAM) • Information/transparency for agencies • Ability for agencies to manage these assets • More efficient and timely delivery of MLA software

  5. Adobe and Microsoft software • High level overview of changes: • Have to specify if its needed now or later • Now (named user): we install it on a machine • You can purchase as many licenses as you want on one RITM - just specify all the machines (10 licenses put 10 machines) • We ask for machine vs. user because we need to know where to install it, some people have more than one machine • SAM will not work without this level of information

  6. Adobe and Microsoft software • High level overview of changes: • Have to specify if its needed now or later • Later (stock): to have on hand for use down the road • If you know where the install is going, do not use this option • The automated process puts it in “stock” as intended

  7. Adobe and Microsoft software • High level overview of changes: • Any MLA (Microsoft and Adobe) product from the Software Catalog cannot be put on the same purchase request as other non-MLA products • To purchase new software for new hardware, order the new hardware first • After you get the PO email for the new hardware, you can put in the request for the new software • This allows us to automatically send the software install to the new hardware when it comes in SO COOL HUH!

  8. Adobe and Microsoft software • No need to memorize - instructions are at the top

  9. Adobe and Microsoft software • Cheat sheet: https://docs.google.com/document/d/1W4Tpkv-sW-HrKuoPghprjCghYIY7UpQkRClaVeC-IJM/edit?usp=sharing • FAQs: https://drive.google.com/open?id=1gncD7YaJtdC7zTpRd2UGo7sBD42fDfG2zT80_w460Ow • Training slides: https://drive.google.com/open?id=1v6sWATODQk6SEeBw2-FE7Pz0kgIE6b6E46nGfNi1hEA • Training video: https://drive.google.com/open?id=1Gcn-Aw2odLeVmK6LDa7qjH3P4dGb62wV • DTS Software Team: dtssoftware@utah.gov

  10. Emergency Procurements Rush Procurements Expedited Shipping Request

  11. DO's and Don'ts of IT procurement • DO - submit your business case early if your solicitation/contract/purchase is $50k or more • DO - check the DTS Products Services and Exceptions List and reach out to your IT Director with any questions about going through DTS • DO - attach at least one (preferably two) competitive pricing quotes to ensure compliance with statute and more efficient processing when ordering non-standard catalog items • DO - make sure to have POs BEFORE an invoices comes in from a vendor or sending invoices to A/P

  12. Do’s and DON'Ts of IT procurement • DON'T - bundle all products together in one line item • DON'T - choose “stock” for hardware or software thinking it will speed up the process • DON'T - put incorrect end users for “named user” option with hardware or software orders • DON'T - choose the wrong item type or leave the same for all line items if different • DON'T - wait to put REQs in • DON'T - wait to engage with DTS staff - work with them from the start

  13. Changes to item type in ServiceNow • Why does it matter • Better Descriptions

  14. Changes to item type in ServiceNow • Purchase other items: Item type • Consulting • Professional services both hourly and milestone based • Hardware • Order from a variety of hardware to meet your business needs, including monitors, docking stations and cables. • Hardware Computer • Order from a variety of DTS standard hardware computers • Hardware Maintenance • Maintenance to extend the warranty of your existing devices • Labor • Physical services needed for your agency

  15. Changes to item type in ServiceNow • Purchase other items: Item type (continued) • *Software • All software excluding (1) subscriptions and (2) ongoing maintenance for perpetual licenses • *Software Maintenance • Subscriptions, annual maintenance for software (online and local install) • Telecom • Order from a variety of telecom hardware to meet your business needs, including deskphones, headsets and adapters. • Other • Order an item not found in item type descriptions • *If chosen, users will be asked if they need keys/installation, do not need keys/installation, or need updated key/file.

  16. Upcoming changes to look for (next 12 months) • Adobe Sign to help with product delivery • MS/Adobe software • Narrowing down hardware list for named user • Additional ServiceNow notifications • Approvals on RITM’s vs REQ’s • New Telecom Expense Management Solution (Move, Add, Change, Disconnect) • Improved Customer Service (Service Portal, Notifications, Mobile)

  17. Areas of responsibilities

  18. DTS Contracts • Software questions • dtssoftware@utah.gov • 801-538-3500 • IT contracts • dtscontracts@utah.gov • 801-538-3553 • Manager: Laura Larsen • DTS Procurement • Procurement • dtsprocurement@utah.gov • 801-538-4116 • Telecom Order Writers • itsorderbox@utah.gov • 801-538-4114 • Manager: Jon Behrmann 801-803-3545 • State Purchasing: Justin Dalton 801-538-3283; justindalton@utah.gov

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