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Agency IT Planning to Procurement Hosted by DAS/Office of Information Technology Strategy & Investment Management Carolyn Chavanne, Administrator Nadine Williams, Presenter

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Strategy & Investment Management A Holistic Approach From Agency IT Planning to Procurement

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Agency IT Planning to Procurement

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Agency IT Planning IT strategy started with application/project-centric planning approach: Provides an agency view of IT applications and projects that support the agency mission Recommended a partnership between agency planning, business, fiscal and procurement staff Expedites the procurement through Advance Procurement process Provides OAKS actual expenditures

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Agency IT Planning: OIT Enterprise Review OIT performs review of agency applications / projects Enterprise Review provides path to procurement o Creates a clear path to procurement before agencies seek quotes and vendor selections Agency application, project and related resources are reviewed by OIT SMEs o Current emphasis is on FY16 project resources o Will continue throughout year for all project resources o Planning Enterprise Review will replace the reviews conducted in the R&P applica tion o Approved Project Resources will move to the Advance Procurement path The Release & Permit application will only be validation of the established Procurement plan or process

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The Advance Procurement Process Dual management/development of APP by Enterprise IT Contracting and respective state agency Advance Procurement Plan components: After project resources are approved and prior to procurement activities, OIT and agency staff begin developing an Advance Procurement plan or process for each resource. o OIT/Enterprise IT Contracting (EITC) and agency determine next steps Purchasing authority will be determined during collaboration with EITC No re-entry of information in R&P system - Establish a R&P request with relevant ALPS project procurement information The EITC staff will review R&P requests

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Enterprise IT Contracting Procurement Plan EITC will use the Enterprise Review information to expedite the procurement process. An agencys Advance Procurement Plan or Process will be completed before final procurement activities are conducted by the agency o EITC and agency staff collaborate to determine the procurement authority and method, and other procurement criteria (MBE, competitive process/quotes) that becomes a part of the agencys Procurement Plan o The Advance Procurement Plan or Process provides the agency with a pre-determined, clear path for obtaining their planned procurements

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Advance Procurement to Release and Permit The finalized Procurement Plan becomes the agencys path for their planned procurements through the Release and Permit Application The Advance Procurement process is finalized in the R&P application o Will pre-populate the R&P request with: Request Title, Request Type, Procurement Type, Agency, Fiscal Year, and Purchase Justification as documented in the ALPS system o Agencies will provide additional information established in their procurement plans concerning required attachments for solicitation, evaluation and quotes including entries for quoted dollar amounts o Agencies will validate and submit requests to OIT for processing

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Conclusion Release & Permit Option Changes Advance Procurement option process within a day or two Non-Advance Procurement option requests will be conducted through a review of the proposed Project Resources using the Agency IT Planning to Advance Procurement principles Agencies may request an IT Business Plan report that identifies all application and project data the agency as documented in the ALPS system Our future Success is a shared responsibility! For questions contact one of the following SIM analysts: Ken Gapsch 614-995-1480 ken.gapsch@das.ohio.govken.gapsch@das.ohio.gov Mark Thrasher 614-644-6266 mark.thrasher@das.ohio.govmark.thrasher@das.ohio.gov Bill Calderone 614-728-2882 william.calderone@das.ohio.govwilliam.calderone@das.ohio.gov Additional SIM Contacts Joe Zapotosky 614-644-9410 joe.zapotosky@das.ohio.govjoe.zapotosky@das.ohio.gov Vanitha Zacharias 614-644-6264 vanitha.zacharias@das.ohio.govvanitha.zacharias@das.ohio.gov Carolyn Chavanne, Administrator 614 -466-1755 carolyn.chavanne@das.ohio.govcarolyn.chavanne@das.ohio.gov