PROCUREMENT TECHNOLOLGY WEBINARS for Agency Procurement Technology Professionals
PROCUREMENT & TECHNOLOLGY WEBINARS for Agency Procurement & Technology Professionals FY 19 Audit Manageme nt Software & Services April 5, 2018
General Webinar Information https: //register. gotowebinar. com/register/7516555446362406403
Webinar Presenters DIR Chief Procurement Office (CPO) Aiko Neill – Interim Director, Enterprise Contracts Management Lisa Llamas – Contract Manager, Enterprise Contracts Management DIR Technology Office Jason Verette – Manager, ITS Compliance, Reporting & Analytics Office Tequila Jackson – Webinar Moderator
Webinar Overview • Existing State of Team. Mate Audit Software & Licenses • Audit Management Software Transition Plan • New Procurement for Addressing Customer Needs • Current DIR Procurement Timeline • Open Procurement Period for State Agencies • Bulk Purchasing Initiative • Technical Review of Agency Audit Applications • Potential Risks & Issues • Questions & Answers Session
Existing State of Team. Mate Audit Software • Since 2007, the State Auditor’s Office (SAO) has managed Interagency Agreements on behalf of state agencies for audit management software and services • In FY 2018 SAO and DIR initiated the coordination of the transition of Audit Management Software • Team. Mate is a proprietary software owned exclusively by Wolters Kluwer Financial Services with no resellers in the US
Existing State of Team. Mate Audit Software (continued) • An estimated 40 agencies utilize Team. Mate • 1200 Total Licenses for State Agencies were renewed in 2017 • $270 K Estimated Yearly Contract Value • Current SAO Contract with Wolters Kluwer expires August 31, 2018 • No additional options for renewal or contract survivability clause exists for continuation of services on the current contract.
Audit Management Software Transition Plan • DIR has taken the lead and has initiated the planning and coordination activities for the procurement of Audit Management Software for statewide services • We are committed to ensure a smooth transition with minimal disruption of services with the delivery of Cooperative Contracts to be made available by June 1, 2018.
New Procurement for Addressing Customer Needs Based on feedback from our customers, our goal is to secure a qualified pool of vendors under Cooperative Contracts Software Applications Services for offering the following services: § Audit Management Software & Licenses § On-premise or cloud services § Hosting Services § Training & Implementation Services § Data tools & analytics
Current DIR Procurement Timeline DIR-TSO-TMP-416 Software Products and Related Services, Saa. S and Enterprise Resource Planning Software Posted on ESBD February 26, 2018 On-Track UPDATED Receive, Evaluate and Negotiations Proposals Due April 16, 2018 On-Track Execute DIR Contracts Target Date: June 1, 2018 On-Track Open Procurement Period (90 days) for State Agencies to Procure Audit Software Services plus invitation for Bulk Purchase Opportunity June 1 through August 31, 2018 On-Track New FY 19 Contracts In Effect Target Date: September 1, 2018
Open Procurement Period • Beginning June 1, 2018, agencies will have a 90 -day window to procure FY 19 Audit Management Software and Services under the DIR Cooperative Contracts program. • Anticipate a list of multiple service providers to choose from to meet each agency’s software and license needs. • Agencies will go through the DIR website to order services directly from vendors under the DIR Cooperative Contracts program.
Bulk Purchase Initiative In an effort to achieve cost savings, DIR will work with the vendor to negotiate a Bulk Purchase on behalf of state agencies. § Agencies may choose to participate in a bulk purchase for audit management software, licenses and services § Stay tuned to the DIR website for specific details and deadlines for participating in this initiative
Potential Risks & Issues • Current Team. Mate vendor may choose not to submit a bid for the procurement • Procurement timeframe is limited to less than 3 months • There may be no service providers to meet current or future business needs for customers • Possible disruption in services during transition from current software provider to a new service provider or application.
Technical Review for Current Audit Application Checklist q Collect, Organize and Review all documented information for your Team. Mate Audit Application with your internal IT SME (Subject Matter Expert), Team. Mate Champion or contact Team. Mate Support. q Verify that you have “successfully” completed backups on all your on-premise servers, applications, databases, and teammate data. If you are currently one of the few organizations that are using Teammate’s Saa. S Solution, ask Team. Mate Support about their current backup process and availability to previously completed successful backups in case they are needed.
Technical Review for Current Audit Application Checklist q Discuss your current Application Architecture with your IT SME or Team. Mate Application Support. Do you have an on-premise solution, Saa. S, Both a Development and Production Teammate Environment? q Discuss your current upgrade path to the latest onpremise released version of Team. Mate or the process and steps necessary to migrate your current onpremise solution to the Team. Mate Saa. S solution.
Technical Review for Current Audit Application Checklist q Does the Team. Mate Saa. S solution provide the necessary security requirements for your data and organizational needs and requirements for PII (Personally Identifiable Information), PHI (Protected Health Information), Agency Sensitive data, etc. If you have questions about data classifications within your organization, please contact your general counsel or ISO for guidance. q How well is the Team. Mate Audit Application currently serving its core functions and business requirements within your agency?
Technical Review for Current Audit Application Checklist q If you currently have unresolved support tickets or application issues take the time now to have your Team. Mate Champion or IT SME follow up or submit a support ticket with Team. Mate Support to resolve all environment bugs or issues. q Does your agency have a need for Team. Mate training? How is training being addressed by your agency currently? q Is Teammate providing the Application Support your IT SME or Team. Mate Champion needs and requires?
PROCUREMENT & TECHNOLOLGY WEBINARS Questions?
PROCUREMENT & TECHNOLOLGY WEBINARS DIR Contact Information DIR Audit Management Software Contract Managers: Lisa Llamas, Contract Manager Email: Lisa. Llamas@dir. texas. gov | Phone: 512. 475. 4549 Aiko Neill, Interim Director for Enterprise Contract Management Section Email: Aiko. Neill@dir. texas. gov | Phone: 512. 475. 0515 Jason Verette, Manager, IT Production Services Email: Jason. Verette@dir. texas. gov | Phone: 512 -936 -6934 Hershel Becker, Chief Procurement Officer Email: Hershel. Becker@dir. texas. gov | Phone: 512. 475. 4617
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