How to get your Student-Supporting Software Requests Approved … · 2020-06-05 · system / integrations • cloud vs. on-premise • single-sign-on (azure/saml2) • banner •

HOW TO GET YOUR STUDENT-SUPPORTING SOFTWARE

REQUESTS APPROVED AND IMPLEMENTED IN RECORD TIME!

ITS PROJECT MANAGEMENT OFFICE

JARRETT [email protected]

962-3141

INFORMATION TECHNOLOGY SERVICES

PROJECT MANAGEMENT OFFICE

PRESENTATION AGENDA▸ Purchasing Process

▸ ITS Vetting

▸ Systems/Integrations

▸ Data

▸ PCI

▸ Questions

▸ UNCW-Specific Documents

▸ ITS Project Management Office

▸ How can you streamline the process?

TIP #1

GET YOUR REQUEST IN AS SOON AS POSSIBLE

PURCHASING PROCESS: USHOP

1) ENTER PURCHASE REQUISITION

2) FUND APPROVAL

3) IT APPROVAL

4) BUYER REVIEW

5) UNCW PURCHASING APPROVAL

6) CREATE PO

*UPDATED PROCESS COMING SOON!*

TO RFP, OR NOT TO RFP?

• UNDER $5K – NO BIDDING REQUIRED (USUALLY)

• $5K – $25K – WRITTEN BIDS REQUIRED (RFP/RFQ)

• POSTED TO STATE IPS

• $25K – $500K – WRITTEN BIDS REQUIRED (RFP/RFQ)

• PUBLIC ADVERTISEMENT

• $500K+ – SENT TO STATE FOR APPROVALhttps://uncw.edu/purchasing/biddingbasics.html

WHAT DOES THAT MEAN FOR YOU?

• IF UNDER THE $5K LIMIT, THEN ITS VETTING BEGINS

• IF OVER THE $5K LIMIT, PURCHASING TAKES OVER AND INVOLVES ITS AS APPROPRIATE

• EXAMPLE: RFP VENDOR VETTING

TIP #2

INVOLVE UNCW PURCHASING BEFORE ASKING A VENDOR

FOR A FORMAL QUOTE

ITS VETTING

• IS THE SOLUTION ALREADY IN USE AT UNCW?

• IS THERE ANOTHER SOLUTION AT UNCW THAT CAN DO WHAT IS NEEDED?

• NEW SOLUTION VS. YEARLY RENEWAL VS. CONTRACT RENEWAL

• DOES IT HAVE TO BE IMPLEMENTED BY THE END OF FISCAL YEAR?

SYSTEM / INTEGRATIONS

• CLOUD VS. ON-PREMISE

• SINGLE-SIGN-ON (AZURE/SAML2)

• BANNER

• CANVAS

• REPORTING

• NETWORK

DATA

• LIST OF FIELDS

• TYPES (DIRECTORY, PII, FERPA, HIPAA, ETC.)

• WHERE WILL THAT DATA RESIDE?

• ENCRYPTION?

• UNCW OWNERSHIP OF DATA

• BACKUP / BUSINESS CONTINUITY OF VENDOR

PCI

• WHAT IS PCI?

• PCI COMMITTEE –[email protected]

• TOUCHNET PARTNER VENDORS

MISC. QUESTIONS

• SERVICE LEVEL AGREEMENTS / SUPPORT

• HOW MANY FTE’S TO SUPPORT

• MAINTENANCE / PATCH PROCESS

• TEST/DEV INSTANCE

• ADA COMPLIANCE

• ONE-TIME COST VS. RECURRING COST

DOCUMENTS

• HECVAT (LITE)

• UNCW CLOUD TERMS & CONDITIONS

• IDENTIFIER ADDENDUM

ITS

Project

Managemen

t

Office

TIP #3

NEVER PUT AS MUCH TEXT ON A POWERPOINT SLIDE AS I

HAVE THE NEXT ONE….

ITS PROJECT MANAGEMENT OFFICE

ITS PROVIDES COLLABORATIVE PROJECT MANAGEMENT SERVICES FOR THE CAMPUS COMMUNITY TO MANAGE ENTERPRISE PROJECTS, AND IMPROVE BUSINESS PROCESSES ACROSS THE UNIVERSITY.

PROJECTS WILL TYPICALLY ADHERE TO THE FOLLOWING CHARACTERISTICS: ONE-TIME EVENT; CREATION OF A NEW PRODUCT OR SERVICE; SPECIFIC TIME AND COST CONSTRAINTS; SPECIFIC SPECIFICATIONS; DEFINED START AND END DATE; AND, CONSUMES RESOURCES.

EXAMPLES OF WHEN YOU MIGHT REQUEST THIS SERVICE INCLUDE, BUT ARE NOT LIMITED TO:

• NEW SOFTWARE IMPLEMENTATIONS

• UPGRADES TO CURRENT SOLUTIONS

• BUSINESS PROCESS ANALYSISProject Request

EntryCurrent Projects

ITS PROJECT REQUEST PROCESS

• LEVELING

• SCORING

• RESOURCE ESTIMATION

• ITAC REVIEW

ITS PROJECT MANAGEMENT SERVICES

• BUSINESS PROCESS ASSESSMENTS

• STAKEHOLDER MANAGEMENT

• COMMUNICATION MANAGEMENT

• RISK MANAGEMENT

• IMPLEMENTATION & TESTING

HOW CAN YOU STREAMLINE THE PROCESS?

ASK THE VENDOR THESE QUESTIONS:

• IS IT 100% CLOUD-HOSTED?

• WHAT EXACT DATA WILL THIS USE, AND WHERE WILL IT BE STORED?

• DOES IT INTEGRATE WITH AZURE (SSO), BANNER, OR CANVAS?

• IS IT A TOUCHNET PARTNER? (PCI ONLY)

• DO THEY HAVE A HECVAT?

TIP #4

WASH YOUR HANDS – LIKE, A LOT!

ENJOY THE ICE CREAM!

JARRETT PINER

DIRECTOR, ITS PROJECT MANAGEMENT

OFFICE

[email protected]