purchasing.utah.gov

purchasing.utah.gov

DTS Procurement for Executive Branch Agencies 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.ppt x

1. Adobe and Microsoft software 2. Do's and Don'ts of IT procurement 3. Changes to item type in ServiceNow 4. Upcoming changes to look for (next 12 months) 5. Areas of responsibilities 6. Q&A 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 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 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 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! Adobe and Microsoft software No need to memorize - instructions are at the top 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: h ttps://drive.google.com/open?id=1v6sWATODQk6SEeBw2-FE7Pz0kgIE6b6E46nGfNi1hEA Training video: https://drive.google.com/open?id=1Gcn-Aw2odLeVmK6LDa7qjH3P4dGb62wV DTS Software Team: [email protected] Emergency Procurements Rush Procurements Expedited Shipping

Request 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 Dos 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 Changes to item type in ServiceNow Why does it matter Better Descriptions 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

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. 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 RITMs vs REQs New Telecom Expense Management Solution (Move, Add, Change,

Disconnect) Improved Customer Service (Service Portal, Notifications, Mobile) Areas of responsibilities Procurement (Jon Behrmann) Contracts (Laura Larsen) Invoice (Tyrel King) Telecom Wired & Mobile

New contract, T&Cs, amendments, vendor notices Business Case General Procurements Knowledge Services/Consulting Invoice Payment

Service Catalog SBAs/MOUs Hardware PCs Software - MLA Compliance / P-card State Purchasing (Justin/Solomon)

New Solicitations (IT agency contracts and State Cooperative) DTS Contracts Software questions [email protected] 801-538-3500 IT contracts [email protected] 801-538-3553 Manager: Laura Larsen DTS Procurement

Procurement [email protected] 801-538-4116 Telecom Order Writers [email protected] 801-538-4114 Manager: Jon Behrmann 801-803-3545 State Purchasing: Justin Dalton 801-538-3283; [email protected]

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