1 electronic approvals for work requests tom nikles customer solutions and support (css) 10/21/15 ...

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Electronic Approvals for Work Requests

Tom NiklesCustomer Solutions and Support (CSS)

10/21/15

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Agenda• Purpose of Approval• Approval Options• How to Approve • Permission Safeguards• Additional Resources• When in Doubt

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Purpose of Work Request Approvals• Required to:

– Verify you, the customer, are aware of and agree with the cost of the work request (WR)

– Allow only the appropriate people to approve – Provide a record of customer approval

• Applies to:– Custom WRs, change orders, and standard

WRs* awaiting customer approval– Does not apply to requirements– Does not apply to estimates

*Some exceptions apply

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Customer Approval Options• Signed Approvals

– Current method – Will remain available for the near term– Necessary for customers not listed in the WR

database (local entities)

• Electronic Approvals– Once deployed, you will be able to approve

WRs without signing a paper copy– Only applies to customer approvals

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Permission Safeguards• Primary Safeguard

– Only users with Customer Level 2 Access can electronically approve WRs

• Users with Customer Level 1 access can view WRs but not approve them

– Only VITA grants Customer Level 2 access

• Secondary Safeguard– VITA verification of approver via audit trail

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Custom WR Electronic Approvals

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Custom WR Electronic Approvals• Electronic Approval of a Custom WR:

– Select the WR or change order in the WR Database

– Review the Customer Cost Information section and verify it matches the customer quote

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Custom WR Electronic Approvals• Approve the WR by changing the phase

assignment to 3A – Customer Approval Received and saving the WR

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Custom WR Electronic Approvals• A second screen will appear asking for you

to confirm approval– The cost of the order is provided– Select approve to place the order– VITA will receive an automatic email

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Custom WR Electronic Approvals• A record of the approval is stored in the

WR database

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Standard WR Electronic Approvals

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Standard WR Electronic Approvals• Change the phase assignment to 3A –

Customer Approval Received

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Standard WR Electronic Approvals• Enter the cost information

– Must match the totals in the cost section of the standard form

• Save the WR entry

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Standard WR Electronic Approvals• A second screen will appear asking for you

to confirm approval– The cost of the order is provided– Select approve to place the order– VITA will receive an automatic email

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Standard WR Exclusions• Some standard forms require both AITR

and ISO approval– Signature block on the form will indicate if

approval by both AITR and ISO is required– If yes, WR is not eligible for the electronic

approval

• Standard Forms Impacted– 3-003 for Web Application Vulnerability Scan– 8-004 for Site-to-Site VPN service

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Verify Approval• Verify approval is sent to VITA

– WR should now appear in phase 3A – Customer Approval Received

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Additional Resources• The WR Management Customer User’s

Guide and this brief are found in the WR database at the circled link

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When In Doubt…• Review your portfolio of active WRs in the

WR database• Use the VITAOneStop@vita.virginia.gov to

contact CSS with any questions or concerns– Nothing is too minor

• Engage your CAM

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