DTS Procurement for Executive Branch Agencies

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