To be redirected to the COMPASS e-procurement web site click below:
https://solutions.sciquest.com/compass.eprocurement
OIT Storefront
Frequently Asked Questions
***** UPDATED *****
The Governor’s Office of Information Technology (OIT) exists for the purpose of leading state agencies in discovering, assessing and implementing information technologies. OIT is committed to better understanding state agency needs and in assisting in the implementation of the proper technology solution to accomplish these needs. It is organized to provide a broad range of technologies including mainframe and desktop computing, local and wide area networks, voice and data technologies, web, client server and mainframe software development, video conferencing, and emerging technologies. This is accomplished by investing in the development of highly skilled employees along with contracting outside vendors who maintain a level of expertise that is not available in-house or is limited due to the demands for a particular service.
In the Fall of 2011, OIT started working on the IT Storefront project. IT Storefront encompasses the whole IT process: budgeting, identifying large project needs, acquiring IT products/services in a more collaborative manner, centralizing the reporting of such purchases, deploying newly acquired assets and products, and tracking the assets in a single statewide asset management system throughout the useful life to disposition
Frequently Asked Questions
Q. The IT expense form link does not work.
A. We will no longer be using the IT Expense form that was posted on the OIT website for approvals. The link above will take you to the COMPASS e-procurement website where you will find the “IT Request Form” which you will use to obtain approval from OIT. If you are not an authorized user in the COMPASS e-procurement system, please contact your purchasing office for assistance. Effective Monday, August 6, please call the OIT Service Desk at 303-239-4357 should you need assistance with the COMPASS application. You may also log a ticket via self-service at https://ondemand.ca.com. You can click on the following link for the COMPASS e-procurement System FAQ’s for general system questions. http://www.colorado.gov/eprocurement
Q. What if it’s an emergency?
A. If the purchase is required for an operational emergency for IT goods or services, please contact the OIT Procurement Office at (303) 764-7700. OIT will work with your Department Purchasing Director as necessary to resolve the emergency situation. The agency will be responsible for following up with a transaction in the e-procurement system for data tracking purposes.
Q. The IT approval form has changed, why?
A. After collecting information for a period of time we have revised the form to more accurately capture the data we are using to make decisions and generate reports.
Q. What is the difference between the COMPASS e-procurement system and the IT Request Form?
A. The COMPASS e-procurement system is the tool OIT is using to route and track the IT Request Form and will be used to submit requests instead of using the OIT website. The OIT Storefront is more than just the IT request form, it is the tracking and managing of IT resources from cradle to grave. In parallel the COMPASS e-procurement system will also have additional functionality in the near future as the catalogs are loaded and new features implemented.
Q. How do I buy information technology for my department?
A. This depends on what you are buying. OIT has statutory authority and responsibility to acquire and contract for IT services and products on behalf of all State Executive Branch departments. However, at this time OIT is only changing where the IT expense request resides. It is now located in the COMPASS e-procurement system to provide visibility and automated workflow for requests.
Q. What is the definition of an “Certified IT Project”?
A. Certified IT Projects require project management and oversight from OIT and are defined in state fiscal rule. Projects under the oversight of an Executive Governance Committee (EGC) are the state's largest Information Technology investments. Projects that have an estimated cost of $5 million or greater, regardless of funding source, are automatically an EGC project. Projects can also be designated by the Governor, State Chief Information Officer or Enterprise Portfolio Project Management Director.
Other projects are reviewed for consideration as an EGC project if they meet at least one of the following criteria:
ü The project development or acquisition timeline exceeds one year.
ü The project spans state agencies or government jurisdictions or is considered an “Enterprise” level project.
ü The project has high visibility.
ü The project is a recovery from a failed project.
ü OIT may also apply a standard risk assessment to determine if the project represents a risk not fully identified in the assessment process. Any project with a sufficiently high risk profile will be certified.
Q. What is the anticipated turnaround time for IT Request Form approvals?
A. Upon approval of the requesting department, OIT will strive to respond to your IT requests in a timely manner. However, during this implementation period the current policy of approval within five business days will no longer be in force. Unlike the past policy, automatic approval is not granted or assumed if OIT has not responded with a clarification within that five day window. Once the COMPASS e-procurement system has been up and running for a period of time we will provide the anticipated turnaround time for approval of IT purchases.
In order to ensure your request is processed in a timely manner, please include as much detailed information as possible in your request; for example if you are purchasing software include the product name and describe if it is for servers or desktops.
Q. Is OIT’s approval required for modifications to existing approvals, for example if the price increases?
A: Yes, please send an email to the OITIPR@state.co.us that references the original cart or requisition number and we will return the cart to the requester for modification. Once the modification is made the request must then be resubmitted through the department requestor’s workflow for approval.
Q. How can I find out where my IT approval request is in the process?
Completion of the IT Request Form in the COMPASS e-procurement system starts the workflow that will forward the request through the departmental approvals and to OIT for review. As the department requestor or approver you will have access to the reports in COMPASS e-procurement and be able to find out based on your workflow where your request is.
Once the request is in the OIT workflow, status update will be handled by email: OITPIPR@state.co.us. Be sure to include the cart number, name of vendor and dollar amount.
Q. If a department utilizes a state price agreement to procure IT goods or services, is OIT’s approval still required?
A. Yes, OIT would still need to review and approve these requests.
Q. Is OIT’s approval required for training that has an IT component?
A. Yes, if multiple departments are requesting the same type of training then we could potentially leverage the state’s buying power and obtain lower rates.
Q. Does a department need to seek OIT’s approval for legislatively mandated IT purchases?
A. Yes. OIT needs to ensure that the purchase fits into the overall technology strategy and architecture of the state and would like to assess whether alternative solutions exist and if the purchase could be extended across the enterprise.
Q. Do I need OIT approval for projects or equipment that are funded with federal or grant dollars?
A: Yes, federal grants do not always define the solution or the vendor; therefore, OIT could assist a department in securing a purchase that both meets the grant requirements and the needs of the enterprise. In cases where the grant specifies the vendor and purchase to be made, OIT would still need to see the request for project and asset management purposes.
This FAQ supersedes any previous guidance given on the above topics.