Solution Definition Process

To Get Started

 If you have a request for either new software, or to upgrade current software, please click on the Service Request (SR) tab to the left to fill out a SR. In the SR, make sure to indicate that the SR should be assigned to Solution Services, which will assist in making sure the SR is assigned to our department without delay.

You will be contacted by a Solution Services Specialist, who will gather information on your software needs, requirements, budget parameters, any designated vendors, and desired timeline for the new software.

Solution Service Definition Process

After gathering information from the initial meeting, your assigned Solution Services Specialist will evaluate the new software using our People, Process, Technology (PPT) model. By utilizing PPT, we take into consideration how implementing the new/upgraded software will affect people in your department (and throughout the organization where applicable), how the software will affect current and future process, and the current and future state of the technology workflow.  

Our Solution Definition Process is broken down into four stages: Assess; Discovery; Commit; and Initiate.  The Assess stage is usually covered during our initial meeting with your department, where high-level information is gathered. During the Discovery stage, our staff will conduct a deep analysis of your software request by performing a IT discovery call between the vendor and our IT stakeholders, outlining any risks involved with implementing the new software and performing a total costing analysis. The Commit stage is where contracts and Business Associate Agreements are reviewed and signed and total costing is validated. The Initiate phase is where your project will be transitioned for implementation. Please see below for a graphic visualization of our Solution Definition process.

At the end of the Assess, Discovery, and Commit stages, your request will be presented to the IS Governance Board for review and approval to move forward to the next stage of the process. The IS Governance Boards are comprised of senior-level leaders from different areas of the organization who have been tasked with reviewing all new/upgraded software requests and providing their input on the merits of the software request. For more information of the IS Governance Boards, please click on the tab to the left.

Implementation

Depending on the nature of the software request, Solution Services will either transition the project to the Project Management Office (PMO) or Desktop Management for implementation.

When transitioning to the PMO, your Solutions representative will formally hand off the project to an assigned PMO representative. It is during this time that the PMO department will work with your department in establishing the implementation timeline and will now serve as your contact until the project is finished.

If your project involves having a non-complex new or upgraded software installed, Solution Services will reassign your SR over to the Workstation Management team (part of Desktop Management), who will perform a compliance test, establish the install timeline, and will complete the install of the software on the designated workstation.

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