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Finance

Purchase Hardware / Software

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State Agency employees that have been given a login can make purchase requests such as computers, monitors, other hardware, software including individual software licenses, and other IT products and services through the IT purchasing system. If no login has been given the link below will redirect state employees to the IT helpdesk system. For login access for purchase requests, contact your agency Finance Director.

Post Updated: April 26, 2017
Posted On: March 11, 2016

Master License Agreement

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The State of Utah has Master License Agreements (MLA) which is used to purchase server and PC desktop software at large discounts. The requests for software are sent via the DTS purchasing system.

Product Features and Descriptions

Software

Software is available to the agencies at a discounted rate through the State’s MLA.

Software Support

Software support is offered with some of the MLA contracts.

Rates and Billing

Rates: The rate is based on the Rate Committee approval which is MLA contracted price plus 6%

Billing: Based on the contract, either the billing is completed monthly, at the end of a specified term (such as 3 years) or on a calendar quarter. Perpetual licenses are billed as a one time cost after installation.

Ordering and Provisioning

Microsoft/Adobe

The Agency or customer completes a DTS purchasing request for new MLA software. DTS Procurement places the order with the vendor (MS only) and notifies the requester, the end user, and the DTS Software Coordinators. DTS procurement will submit an install task. The DTS Software Coordinator will deploy the purchased software via ZenWorks to the end user’s computer. For those computers not connected to the network, the software will be installed manually by the campus’ desktop support. All other software will also be manually installed by the campus’ desktop support. Once installed, the software will be billed to the agencies.

Google Apps/Mail Encryption/Vault

Email with encryption is automatically provisioned for all new employees hired within the executive branch agencies. Agencies can request Vault (Google Message Discovery) on an as needed basis. These services will be billed for on a quarterly basis.

Zenworks/Active Directory

Zenworks is the software that is used for hardware and software management, patch management, and policy management. Active Directory is the tool used for employees to access shared drives on the network. Both are installed and are billed back through the DTS MLA on a quarterly basis.

DTS Responsibilities

The MLA Administrator tracks the software licenses ordered for each agency on an agency level. When an audit of the licenses is performed, the MLA Administrator will verify licenses the State is using with the assistance of the agencies and DTS desktop support.

Agency Responsibilities

The Agency submits the end user’s name and machine serial number when a license is purchased.

The Agency is responsible for purchasing all software through DTS and for reaching out to their campus’ desktop support for troubleshooting software. The Agency is to remain compliant with their software licensing (see Utah Administrative Code R895-3-5).

The agency is to have a software controller to track all agency software (see Utah Administrative Code R895-3-5). It is recommended that this person track the software on a more detailed level (division, computer, etc) as needed for reconciliation within an agency.

Service Levels and Metrics

DTS  Software Coordinators will work to install newly purchased software within 5 business days once an order has been placed by DTS Procurement and once complete installation information (end user and serial number) has been received from the Agency.
Post Updated: October 18, 2018
Posted On: January 20, 2016

DTS EIS

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DTS provides extended warranty and maintenance services for a variety of technical equipment. The Equipment Inventory System (EIS) is used to manage hardware service. EIS provides a means to store product information to fulfill service requests in a timely and efficient manner. There are various types of maintenance options detailed below.

Problems with equipment is  reported via phone or web to the DTS Customer Support Center. A Help Desk ticket is immediately created and service is coordinated with the customer.

Billing for the maintenance portion is done on a monthly basis and is generated from the information in EIS. The fees associated with monthly maintenance are presented in the DTS monthly bill.

Features and Descriptions

Maintenance Coverage

Maintenance coverage ranges from 5 day 8 hour coverage to 7 day 24 hour critical coverage for devices that are essential to running an organization. In addition, a customer will receive preventative maintenance on equipment under this contract. The monthly charge is calculated according to a pricing matrix and the type of maintenance coverage the agency chooses.

Time & Materials Coverage

Equipment with time and materials coverage has no monthly charge; however, the equipment will be given lower priority than devices covered on the maintenance needed.

Ordering and Provisioning

Customers may call the DTS Customer Support Center, (801) 5383440 or (800) 6783440 to submit a Help Desk ticket, or call:

EIS Administrator – Heidi Rollins (801) 5383462

DTS Responsibilities

DTS is responsible to act as contract manager between the state agencies and the vendor of this statewide contract. DTS is responsible for billing and ensuring the vendor will be paid via EFT by the seventh day of each month. DTS is responsible to provide a list of new equipment to the vendor on the first day of each month; detailing devices being added or removed, as well as devices with an expiring warranty or changing maintenance coverage.

Agency Responsibilities

Agencies are responsible to contact the EIS Administrator with requests to add or delete equipment in the EIS database, modify their maintenance coverage, and update contact or location information. Requests should be made to the EIS administrator via email or help desk ticket.

Agencies are also responsible to review monthly billing charges and inventory reports to ensure accuracy and content. Any discrepancies should be discussed with DTS Billing within 30 days of receiving the bill.
Post Updated: March 17, 2016
Posted On: January 20, 2016