REVISED IT PROCUREMENT PROCESS Agency Discussion

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REVISED ITPROCUREMENT PROCESS Agency
Discussion
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Whats 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

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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

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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

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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/install
  ation
• Ties purchases to DIT Monthly Invoicing through
  MAIN

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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.

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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, PDAs, or any other device
• Desktop Software
• Upgrades (memory, drives, etc)

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Desktop Commodity Purchase

• call 24 19700 or 1-800-968-2644 (or
  email/fax/send DIT 15 as you do today)
• Hours 730am- 500pm
• - Talk with the desktop experts
• - Review of standards, inventory,
  available software licenses
• Requests taken and orders initiated
• Systems changes ready June 2

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All other Purchases

• - call Agency Liaison for dialogue on needs
• - expert team creates solution and quote

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What is a Everything else?

• Servers, Mainframes, Network
• Application Software
• Projects with IT components/services
• IT contract services

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Call 241-9700 for Contact Agency

Liaison for

• PCs
• Off the shelf Software
• If you dont know who to call for
• Fax, Printing, Copy needs (DOMs)
• 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)

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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)

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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

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

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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

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Action Items from Meeting

• 1.
• 2.
• 3.
• 4.
• 5.

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Appendices.
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Detailed flow for DIT Desktop Commodity
Procurement
Help Desk Receives call, email,DIT 15, or Fax.
Team does diagnostics, does Inventory Check
Standards Review
Agency Customized MAIN Approval Process
Procurement Enters Req. in Agency Specific
ADPICS Dept.
Vendor processes Order
Procurement creates PO
Agency Approval/Denial
Budget Liaison/ IO or Designee
No
P-Card
Item on hand?
Yes
RTA/Standard?
Continuous Requestor Notification of status
Log into Remedy
Yes
No Buy Necessary
No
Asset Mgt Entry and Tagging Finance Process TBD
RTA Process
Receiving at Depot or Direct Ship
Customer Service Ticket Created for Installation
Field Service Performs Work
Model Office Review?
Receiver entered in MAIN
Packing Slip to Depot Procurement Team
Voucher created
Vendor sends invoice to A/P
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DIT Desktop Commodity Procurement/Installation
Metrics
3 Days to Procure
lt30 days Vendor ship
Standard Purchase
3 Days to tag and ship
4 Days to receive/install
Approval path dependent
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Detail flow for DIT Service Delivery Procurement
MAIN Approval Process
Service Delivery Team works with Customer to
Define/Document Needs. DIT 15 Created
DIT Procurement Receives Request and Enters Req.
in Agency Specific ADPICS Dept.
Vendor processes PO
Procurement creates PO
I/O or Designee Approves
Budget Liaison/or Agency Checks IDG Coding
YES
Existing BPO?
No
Service Delivery Team Notification of status
CUSTOMER REQUEST
Log into Remedy
CA Develops SOW/CS-138/Justification/AS-1/Enters
Req into MAIN
Commodity Receiving at Depot
Asset Mgt Entry and Tagging
Aq. Services RFP/Sole Source/Pre-Qual or Raphits
Service Delivery Process
Vendor Service Delivery Process
Receiver entered in MAIN
Packing Slip/Signed Invoice to Procurement
Voucher created
Vendor sends invoice to A/P
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How IT Supports State Government
Improving Citizen Access Participation

• Improve convenience and accessibility of
  government services public information

Supporting Agency Business Processes

• Effective and Efficient support of Agency
  operations and use of public/private resources

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Commodity Process Metrics

• From order to PO, Normal Desktop Acquisitions lt5
  units 3 business days plus Agency approval path
• From order to PO, non-contract commodities
  lt25,000 7 days plus Agency approval path
• From order to PO, non-contract commodities
  gt25,000 gt30 days plus Agency approval path
• Vendor commitment to ship lt30 days
• From receipt at Depot, 3 day turn around to Field
  Services
• From Field Services to installation, 4 days