1. 1 www.vita.virginia.gov Electronic Approvals for Work Requests Tom Nikles Customer Solutions and Support (CSS) 10/21/15 www.vita.virginia.gov 1

2. 2 Agenda Purpose of Approval Approval Options How to Approve Permission Safeguards Additional Resources When in Doubt

3. 3 www.vita.virginia.gov 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

4. 4 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 www.vita.virginia.gov

5. 5 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 www.vita.virginia.gov

6. 6 Custom WR Electronic Approvals www.vita.virginia.gov Customer Quote Documents will still be sent by email for review and loaded to the WR database Includes change orders Cost detail will continue to be provided Customer Review The review process remains unchanged Approval Option 1: Approve electronically in the WR database Option 2: Return the signed customer quote to VITA

7. 7 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 www.vita.virginia.gov

8. 8 Custom WR Electronic Approvals Approve the WR by changing the phase assignment to 3A – Customer Approval Received and saving the WR www.vita.virginia.gov

9. 9 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 www.vita.virginia.gov

10. 10 Custom WR Electronic Approvals A record of the approval is stored in the WR database www.vita.virginia.gov

11. 11 Standard WR Electronic Approvals www.vita.virginia.gov Form Preparation Appropriate form is selected from the Service Catalog Form Library and completed Approval Option 1: Load form and approve electronically in the WR database Option 2: Return the signed customer quote to VITA

12. 12 Standard WR Electronic Approvals Change the phase assignment to 3A – Customer Approval Received www.vita.virginia.gov

13. 13 Standard WR Electronic Approvals Enter the cost information –Must match the totals in the cost section of the standard form Save the WR entry www.vita.virginia.gov

14. 14 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 www.vita.virginia.gov

15. 15 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 www.vita.virginia.gov

16. 16 Verify Approval Verify approval is sent to VITA –WR should now appear in phase 3A – Customer Approval Received www.vita.virginia.gov

17. 17 Additional Resources The WR Management Customer User’s Guide and this brief are found in the WR database at the circled link www.vita.virginia.gov

18. 18 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 concernsVITAOneStop@vita.virginia.gov –Nothing is too minor Engage your CAM www.vita.virginia.gov