1. THE UNIVERSITY OF GEORGIA Office of the Chief Information Officer Enterprise Information Technology Services IT Contracts & Licensing Administration Office Strategic Sourcing & Acquisition Process

2. THE UNIVERSITY OF GEORGIA Office of the Chief Information Officer Enterprise Information Technology Services Strategic Sourcing & Acquisition Process Why Contact IT CLA? To capture negotiating leverage and convert it to negotiated savings and value added results!

3. THE UNIVERSITY OF GEORGIA Office of the Chief Information Officer Enterprise Information Technology Services Acquisition Process – First Step To capture the necessary information needed, a web-based IT Acquisition form is available at the http://www.eits.uga.edu/inhouse/business/ITCLA http://www.eits.uga.edu/inhouse/business/ITCLA The first step is to contact ITCLA by sending an email to contract@uga.edu along with the completed copy of the IT Acquisition form.contract@uga.edu

4. THE UNIVERSITY OF GEORGIA Office of the Chief Information Officer Enterprise Information Technology Services Acquisition Process – First Step Some information requested on the form: 1.Your contact info 2.Vendor contact info 3.Background/history of any contacts made 4.Any competitors info 5.Acceptance criteria

5. THE UNIVERSITY OF GEORGIA Office of the Chief Information Officer Enterprise Information Technology Services Acquisition Process – What is next? What happens after we get your request? 1.Contract process evaluation 2.Meeting with the contract/agreement requester 3.Contact with Vendor for overview/set ground rules 4.Conference call and/or Technical presentation coordination as required 5.Strategy development – objectives and specifications 6.Cone of Silence, Negotiation, First Round or more

6. THE UNIVERSITY OF GEORGIA Office of the Chief Information Officer Enterprise Information Technology Services Acquisition “The 12 Steps” Process 7.Legal Affairs, Review, Final Draft Proposal, Approval of Final Terms 8.Purchasing Process, UGA Procurement processing 9.Assist with any remaining detail requirements from UGA procurement 10.Contract management initiation, track implementation and deliverables 11.Review Vendor Scorecard 12.Summative evaluation, Future Strategy, Savings/Value Analysis

7. THE UNIVERSITY OF GEORGIA Office of the Chief Information Officer Enterprise Information Technology Services

8. THE UNIVERSITY OF GEORGIA Office of the Chief Information Officer Enterprise Information Technology Services Acquisition Process – Dos & Don’ts When dealing with vendors, do not tell them 1.any detail as to when a project is due 2.how much money is budgeted 3.they are our choice, they are the only one, … 4.they have to deal with our “negotiators” 5.anything more than they absolutely need to know When meeting with the vendor representatives, do not take them to your offices

9. THE UNIVERSITY OF GEORGIA Office of the Chief Information Officer Enterprise Information Technology Services IT Contracts & Licensing Administration Office Sohayl Moshtael Larry Pounds George Bond Al Lester Contract@uga.edu OCIO-EITS Business office: Sandra Brooks, Rachel Brown & Donna Chandler