PROCESS FOR PURCHASING SOFTWARE

Transcription

1 PROCESS FOR PURCHASING SOFTWARE The District is tracking all software that is used by all schools and departments. A Software Sub Committee has been established to help with this approval process. A Software Management Module (SMM) has been developed within the Remedy Help Desk Solution that tracks and inventories applications including their warranty and licenses. There are over 950 software titles listed in the SMM at the present time. The District is now able to provide software resources that meet the needs of students and staff, subscribe to network and interoperation requirements, and lower costs by implementing this solution and the processes that surround its use. All district employees can check a software title by checking the Software Module Website. FREQUENTLY ASKED QUESTIONS 1. What s the purpose of this website? This site provides one stop access to all the software used in the district. This site is designed to make it easier for end users to purchase software that is currently supported by the School Board of Broward County, Florida. 2. How do I know if a software title is approved? Check the Software Management Module Website. Start a search for your software title by typing the name in the blank space. A drop down will appear. Click on the title that you are researching. 1

2 Additional information will be displayed. You also have the ability to search by words in the description, manufacture, vendor or the actual keywords. Once you have displayed your software title, you will see a field for Status and Status Details. This will tell you if the software title is approved for you to purchase. It will also explain if we have a district license for the item. Be sure to review both fields prior to placing your order. 3. What do I do if a software title is not approved but I still want to make the purchase? All software purchases must be approved by the Software Evaluation Committee and the Supply Management & Logistic Department. If a software title shows a status of Denied, you can complete the Software Information Form to request that the status of the software be reviewed again. Be sure to give details on why the status should be changed. Submit the Software Information Form to the CAB software conference: Software@browardschools.com NOTE: DO NOT place an order in BRITE until the software has been evaluated and approved. 2

3 4. When do I need to complete a Software Information Form (SIF)? a. Check the SMM Database to see if a SIF has been completed for your software title. If it does not state YES, you must complete a form. b. Complete a SIF if the Software Title Shows a status of Denied or NOT approved for your school or department. Be sure to read the Status Detail for additional information. c. Complete a SIF if the software title is not included in the SMM Database. 3

4 5. Where do I find the Software Information Form? The Software Information Form (SIF) is located on the SMM website I want a software title added to the Software Database. How do I request that a title be added? Software Titles are added to the Software Management Module database as a completed Software Information Form is received. Complete the Software Information Form to request a new title to be added to the software database. the SIF to software@browardschools.com. You will be notified as soon as the software has been reviewed. NOTE: All software purchases must be approved by the Software Evaluation Committee and the Supply Management & Logistic Department prior to creating a REQ. 7. How do I place an order in the BRITE System? Effective immediately, all software purchases are being reviewed by the Supply Management & Logistics Department prior to the Purchase Orders being released. This allows the District to evaluate its needs and to ensure that the District receives the best value for the funds being expended. Contact purchasing if you have any further questions. Follow the steps below for all software purchases: 1. Check the Software Module Database for the following information before placing your order. 4

5 DO NOT enter a REQ if the software is not listed in the Software Management Database or is not approved. a. Verify that the software title is approved. b. Verify who the approved Vendor is. (The vendor # is also posted.) c. Verify if there is a completed Software Information Form on file for this software title. If not, one must be submitted and approved prior to a REQ being entered. NOTE: DO NOT enter a REQ into BRITE if the Software Management Module Database shows the software as DENIED. 2. The Material Group # for all software is A quote from the vendor must be attached to the REQ in SAP. (The dollar amount of the quote must match the dollar amount on the REQ.) 4. Provide additional description as a PDF or in the TEXT field with the type of software and what it is used for. 8. Why can t I find a particular software title in the database? SBBC has not yet evaluated all software that has been purchased over the years. We are evaluating each software title as new requests come in. All school based software must be reviewed by the curriculum department, which may require demonstrations by the vendor. NOTE: Some software that has been used for years in the district may not be approved for future purchases. Each title will be reviewed on an individual basis to determine if it meets the needs of Broward County Public Schools. Once the review is completed, the status will be updated in the Software Management Module Database and the person requesting the software will be notified. 5

6 9. How often are the SBBC Software Standards refreshed on this list? The Software Management Module database is continuously updated as new software titles are reviewed. Software Standards are in a continuous cycle of review. Some of the items are brought for review by vendors and others by end users. 10. Who is represented on the Software Evaluation committee? The Software Evaluation Committee is a sub committee of the District Standard s Committee. The committee has members from the Schools, Tech Centers, ETS, Supply Management & Logistics, Transportation, Facilities, Curriculum, Area Instructional Technology Specialists, Learning Resources, Instructional Technology, CTACE, ESE, & ESOL. 11. How do I use the Advanced Search feature in the Software Management Module? Click on the drop down arrow next to Search by. Click on the option called Advanced Criteria which is at the bottom of the list. 6

7 Once your click on Advanced Criteria, you should see the following screen appear. Now you can pick the areas that you would like to search. (You can pick multiple items.) Once you have checked the boxes, click on the search button at the bottom of the page. 7

8 You should see a screen with your search results similar to the following. Now that you have your results, you can export the list as a pdf, xls, RTF or CSV. You can also click on any of the titles and review the details. (Click on the blue circle next to each title for more information.) 12. What is the process for suggesting changes or corrections to the Software Management Module Website? Send an to Software@browardschools.com and list the potential problem or suggestions. Your request will be reviewed for the necessary changes. For any additional questions, please feel free to Contact Us. 8