it procurement process update€¦ · procurement & logistical services new vendor data record...
TRANSCRIPT
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IT PROCUREMENT PROCESS UPDATEPeter Mosinskis, Director of IT Strategy 2016-03-22
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AGENDA
• 2 Key Takeaways
• Process walkthrough
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TAKEAWAY #1: STARTING AN IT-RELATED
PROCUREMNET
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AN RGS IS NO LONGER THE START OF THE
IT PROCUREMENT PROCESS
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NEW STARTING POINT:
WWW.CSUCI.EDU / TC / PURCHASING
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TAKEAWAY #2: CLASSES & CRITERIA
and newly defined IT procurement classes
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STANDARD VS.CUSTOM
PROCUREMENTS
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STANDARD (tier 1)
Common items for which quotes already exist:
• Desktops
• Laptops
• Accessories
• Standard software
CUSTOM (tier 2)
New, non-standard products & services:
• Non-standard computer equipment or software
• New systems & services
• Upgrades to major systems
• CO-mandated systems
• Requiring new/custom quote
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CRITERIA FOR CUSTOMPROCUREMENTS
MAJOR
• Over $5K (or over $10K for 2+ years)
• Over 60 IT hours to implement
MINOR
• Under $5K
• Under 60 IT hours to implement
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PROCESS FOR STANDARD IT PROCUREMENTS
Incorporates new forms & ticketing for
increased visibility
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STEP 1Gather information from the vendor,
and submit a Custom IT Procurement Request
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REQUESTOR TASKS:
• Get quote from T&C Quotes page
• Generate an RGS for the quote
• Submit IT Procurement Request online
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WWW.CSUCI.EDU / TC / PURCHASING
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BEGIN AN IT PROCUREMENT REQUEST
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STANDARD REQUEST
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STEP 2
Complete minor Technical Review
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STEP 2 TASKS
• T&C completes minor Technical Review
• Sign off by Manager of User Services
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STEP 3
VP of T&C Approval
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APPROVAL VIA EMAIL & WEB PAGE
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STEP 4
T&C gives go-ahead to requestor & procurement
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STEP 4 TASKS
• T&C notifies requestor with “all clear”
• T&C send document “package” to Procurement
• Vendor quote
• RGS
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STEP 5
Procurement Review & Approval
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STEP 5 TASKS
• Procurement signs off on document “package”
Quote RGS
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STEP 6
Procurement issues Purchase Order (PO)
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QUESTIONS?
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PROCESS FOR CUSTOM (NON-STANDARD)
IT PROCUREMENTS
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STEP 1
Check procurement threshold
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CRITERIA FOR CUSTOMPROCUREMENTS
MAJOR
• Over $5K (or over $10K for 2+ years)
• Over 60 IT hours to implement
MINOR
• Under $5K
• Under 60 IT hours to implement
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RESULTS OF CUSTOMPROCUREMENTS
MAJOR
• Contact your Division Project Coordinator (DPC)
• Requires approval of division VP, IT Policy & Planning Committee (ITPPC), and VP T&C
• Bi-annual submission cycle
• See www.csuci.edu/tc/projects
MINOR
• Proceed with Step 2
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DIVISION PROJECT COORDINATORS (DPCS)
Primary Division liaisons for IT projects & procurements
Academic Affairs:
Andrea Skinner
Business & Financial Affairs:
AnnaPavin
Office of the President:
MelissaRemotti
Student Affairs:
EdLebioda
University Advancement
:
ChristopherAbe
Technology & Comm.:
PeterMosinskis
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STEP 2Gather information from the vendor,
and submit a Custom IT Procurement Request
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REQUESTOR TASKS:
• Get VPAT from Vendor (if appropriate)
• Get quote & contract from Vendor
• Complete IT Procurement Impact Assessment (ITPIA) online
• Submit IT Procurement Request online
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WWW.CSUCI.EDU / TC / PURCHASING
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BEGIN THE CUSTOM IT PROCUREMENT REQUEST
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CUSTOM PROCUREMENT REQUEST
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STEP 3
Contract Review & Technical Review
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STEP 3 TASKS
• Procurement completes Contract Review
• T&C completes Technical Review:
• Accessibility (including testing if necessary)
• Security
• Data
• Infrastructure
• Requestor creates EEAAP with help from T&C (if necessary)
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STEP 4
VP of T&C Approval
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APPROVAL VIA EMAIL & WEB PAGE
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STEP 5
T&C gives go-ahead; Requestor issues RGS
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STEP 5 TASKS
• T&C notifies requestor with “all clear”
• T&C send document “package” to Procurement
• VPAT, ITPIA, Quote/Contract
• If applicable: accessibility test results, EEAAP & Accessibility Roadmap
• Requestor issues RGS
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STEP 6
Procurement Review & Approval
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STEP 6 TASKS
• Procurement signs off on document “package”
VPAT Contract ITPIA EEAAP
EEAAP
ACCESSIBILITY
ROADMAP
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STEP 6
Procurement Issues Purchase Order (PO)
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STEP 7Product launch =
“Project” launch
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STEP 7: PROJECT LAUNCH!
• T&C kicks off new project to configure & implement product/service (if appropriate)
www.csuci.edu/tc/projects
• Requestor starts providing service according to EEAAP
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Procurement & Logistical Services
New Vendor Data Record (Form 204)
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Procurement & Logistical Services
New Vendor Data Record (Form 204)
Identified Risks:Lost FormsSharing Personal Information: SSNEmail: From Vendor Requestor AP Procurement Buyer/Student
Action Items: Continue to Improve Internal Process/Procedures Communicate to our Customers Grace Period – 32 Days
Goal:Protect/Secure Personal Information PaperlessEmail: [email protected]
Fine Print: Fax (Is still available)
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Procurement & Logistical Services
New Vendor Data Record (Form 204)
Contact Information:
Phone: 805/437-8592Fax: 805/437-8436