Evolution Current State amp Way Forward for IT Procurement and Licensing Solutions DCSS Fall 2018 October 24 2018 Scot Ransbottom ransbottomvtedu httpswwwitvtedu IMAGE SOURCES ID: 765092
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Evolution, Current State, & Way Forward for IT Procurement and Licensing Solutions DCSS – Fall 2018October 24, 2018 Scot Ransbottomransbottom@vt.eduhttps://www.it.vt.edu IMAGE SOURCES: https://www.smileyfirm.com/how-paying-to-have-a-contract-reviewed-can-save-you-money/ https://www.npr.org/2016/08/23/491024846/do-you-read-terms-of-service-contracts-not-many-do-research-shows https://weheartit.com/entry/59864700
Comparing IT procurement and licensing … THEN…VT must comply with Virginia LawsLimited quantity of computer systems and softwareSmall # of vendors with most vested in a committed partnershipPartnerships yield custom contracts designed to meet our needsMany software agreements under 5 pages; 1 page not uncommonSystem/service lifespan measured in decadesLimited compliance requirements NOW… VT must comply with Virginia Laws Computers everywhere & software is in everythingSoftware vendors everywhere & they’re transactionalTransactions yield standard contracts – unfavorable conditions or disallowed languageMost software agreements include multiple other agreements; increasingly stating vendor access to or ownership of VT user dataSystem/service lifespan measured in weeks, or months Continually growing & changing compliance requirements October 2018 2
The fundamental issue: Legal Compliance and Risk Management August 20183 Must follow the laws of the commonwealthIndemnification is a common exampleIT procurement rules really haven’t changedWe did update purchase codes to more correctly identify IT procurements, in response to an audit finding
What’s done & what are we doing to help… August 20184 Automate and make visible the review request & approval process workflowsActively & frequently communicate the processes & timelinesRecommend, advise, or cajole VT users to plan & start early for reviews Developed a process for software in use, but not previously vetted One-Time Emergency Request for Continued Right to Use Software Typically, software that had previously been procured through the use of PCards, Direct Pays, or Personal Reimbursements To date, only requests for software that contain FERPA protected data have been deniedEnhance/automate discovery of existing, approved tools Working to address capacity & process challenges … we welcome useful ideas, recommendations, assistance, …
QUESTIONS IMAGE SOURCE: https://www.makeuseof.com/tag/10-ridiculous-eula-clauses-agreed/