OSF ISD Information Technology Procurement CPO Updates Our

OSF/ISD Information Technology Procurement CPO Updates

Our Mission To support the State of Oklahoma Agencies’ Information Technology purchasing initiatives by providing outstanding service through quality, efficiency, integrity and understanding.

Name Change Effective August 24, 2012 Office of State Finance Will officially become OFFICE OF MANAGEMENT & ENTERPRISE SERVICES

Bridging the Gap between processes and productivity Department of Central Services-DCS Employees Benefit Council. EBC Office of Personnel Management –OPM Oklahoma State and Education Employees Group Insurance Board -OSEEGIB + Office of State Finance –OSF = Office of Management & Enterprises Services

IT Consolidation and Coordination Act (HB 1304) FAQs Question: Is the approval requirement for information technology under the Information Technology Consolidation and Coordination ACT (HB 1304) a $0 threshold or since it says assets, the inventory threshold? Answer: Under the act, no state agency shall expend or encumber any funds for the purchase, lease-purchase, or lease with option to purchase, rental or other procurement of any information technology assets without the prior written approval of the Chief Information Officer. In addition, no state agency shall initiate or implement an information technology planned project without the prior written approval of the Chief Information Officer. Copiers are included.

IT Consolidation and Coordination Act (HB 1304) Cont’d FAQs Question: Does the act include maintenance of computer equipment, license, or any other Information Technology encumbrance? Answer: Yes, the act includes maintenance, licenses, and any other information technology encumbrance. Question: If I need to buy a keyboard for a PC, a desktop workstation, scientific, analytical testing equipment that is computer driven or a copier, am I required to have that purchased authorized by the CIO? Answer: Yes

IT Consolidation and Coordination Act(HB 1304)Cont’d FAQs Question: What all is defined as “information technology” Answer: Information Technology is defined as any equipment or interconnected system or subsystem of equipment that is used in the acquisition, storage, manipulation, management, movement, control, display, switching, interchange, transmission, telecommunications, or reception of data or information. The term shall include computer, ancillary equipment, software, firmware, and similar procedures, services, including support services and consulting services, software development and related resources.

IT Consolidations Completed Aeronautics Abstractors Board AICCM Anatomical Board Arts Council Banking Department Board of Nursing Building Bond Commission Capitol Improvement Authority Capital Investment Board Commission Consumer Credit Commercial Pet Breeder Construction Industry Board Dept. of Central Services Dept. of Education Dept. Tourism Disability Concerns Employee Benefits Council Ethics Commission Fire Marshall Governor’ Office Human Rights Commission Interstate Oil Licensed Social Workers Long Term Care Board LP Gas Research, Mktg. & Safety Commission Marginal Well Commission Merit Protection Motor Vehicle Commission Multiple Injury Trust Fund Office of Personnel Mgmn’t Optometry Board Physicians Manpower Professional Engineers License Board State Treasurer Teacher Preparation Commission Teachers’ Retirement System Tobacco Settlement Endowment Trust

IT Consolidations Coming up…………. Commission on Children and Youth Veterans Affairs Department of Agriculture Water Resources Board Department of Commerce Department of Health Department of Libraries Department of Mines Development Finance Authority Labor Board Lt. Governor’s Office Medical Examiner’ Office Oklahoma State & Education Employees Pardon and Parole Board Private Vocational Schools Scenic Rivers Commission School of Science and Mathematics Secretary of State University Hospital Authority

e. Pro E-procurement Purpose ØPaperless requisition process ØEasily source to PO ØImprove tracking of approvals ØElectronic document storage ØOverall efficiency Agencies are required to: ØAttend e. Pro training Who should attend training: ØAll CPOs ØRequestors & Approvers ØAccounting Procedures can be found @ IT and Telecom e. Pro Requisition Procedures http: //www. ok. gov/cio/Procurement/index. html

IT Procurement WIKI up and running ØProvides a means for potential vendors to post any questions they may have regarding a request for proposal or an invitation to bid publicly ØProvides viewing access to members of the general public

OKAPP Reverse Vendor Trade Show OSF/ISD Procurement participated in Reverse Vendor Trade Show ISD Goals Ø Build Supplier relationships Ø Information Gathering Ø Educate Suppliers on doing business with ISD IT Procurement Ø Guide Suppliers through the use of the IT Procurement WIKI

OSF/ISD IT Procurement Helpful web links: http: //osf. ok. gov http: //cio. ok. gov http: //www. ok. gov/cio/Procurement/ http: //www. ok. gov/cio/documents/Bid_Process. pdf https: //wiki. ok. gov/display/itprocurement/Home http: //www. ok. gov/cio/Procurement/Solicitations/ https: //confluence. atlassian. com/display/CONF 35/Watching+a+Page+or+Blog+ Post

New Statewide Contracts See OSF website for complete details……………… Statewide # Contract Description Vendor/Mfg Information ITSW 1001 Virus Protection Software Vendor/Mfg Information ITSW 1002 Desktop Management Intuitive Technology Group ITSW 1006 Networking Products & Services Avaya, Cisco, Extreme & Juniper (See website for list of resellers) ITSW 1007 Enterprise Portfolio Project Management (EPPM) Intuitive Technology Group ITSW 1008 Mailroom Equipment Pitney Bowes & Neopost FP (Pending) ITSW 1010 Software Products, Adobe SHI (Software House Int’l) ITSW 1012 Wireless Services & Equipment Sprint, Verizon & pending AT&T US Cellular & Pioneer ITSW 0206 P WSCA- Panasonic Toughbooks TKM, Insight, & CDW-G

Contracts, Purchase Orders & People. Soft Better utilizing People. Soft Modules for the intent and purposes for which they were designed Ø Purchase Orders – issued for one year will use the Purchase Order- function Ø Multi- year Agreements will be generated using the Procurement Contracts function

IT Procurement Flow Solicitations processed by ISD IT Procurement requires the following: People Soft Requisition The solicitation’s description and scope Detailed specifications Any agency Special Provisions Any instructions to suppliers Evaluation method and criteria Evaluation Scoring Tool Your Suggested Vendor List All files should be submitted electronically and in modifiable format Additional details can be found@ http: //www. ok. gov/cio/Procurement/

IT Solicitation Pre-Planning RFP Development IT Solicitation Pre-Planning It’s all about providing good quality service with greater efficiency Early involvement of ISD IT Procurement is recommended for high dollar and complex acquisitions ISD will………… ØAssist you with developing the solicitation, evaluation tools and any required research etc. ØReview and discuss agency’s timeline to establish a timely completion ØProvide you with any other additional procurement assistance required

IT Solicitation Pre-Planning RFP Development Cont’d Agencies are encouraged to request an IT Solicitation Pre-Planning with ISD Procurement When……. . ØThe need has been established ØThe expenditure has been verified ØThe expenditure is in the agency IT Budget and on file at OSF

IT Solicitation Pre-Planning RFP Development Cont’d Who should the agency involve…………? ØAgency Purchasing/ Contracting Officer ØSubject Matter Expert (SME) ØAdministration ØEnd User ØAnyone who will have a vested interested in the final outcome

Questions You may submit your questions to: purchasing@osf. ok. gov