Procurement Compliance Review (PCR) Internal Review Process in TDX

This is an internal article for Division of IT's PCR Subject Matter Experts (SMEs), which explains the overall internal process for coordinating PCRs in TeamDynamix beginning August 2019.

Basic Process

  1. All IT purchases will require requestors to submit a ticket using the PCR Form, which will automatically assigned to Purchasing.
  2. When IT purchases require a PCR Review, Purchasing will reassign the tickets to the DoIT PCR Coordinators group.
  3. DoIT PCR Coordinators will facilitate the DoIT internal PCR review.  Ticket Tasks will be created for each relevant SME group and notifications sent to the SME group requesting review(s).
  4. DoIT SMEs will review their assigned Ticket Tasks and document their progress within the Ticket Task by indicating any progress notes, percent complete, and any necessary notifications.  (See the three methods for how to access ticket tasks below – Where to Find Your Assigned Ticket Tasks).
  5. DoIT SMEs will Edit the main ticket by completing their respective SME section by including their final statement supporting their final reviews.  Include internal notifications as needed.  (See ATI, Security, and Technical Coordination sections in screenshots below).

Benefits of Using Tasks

  1. Easy for internal users (ITS and buyers) to see which PCR SME reviews are needed and still pending
  2. Good for DoIT PCR reporting purposes
  3. To maintain separate area for internal notes which can help keep the main ticket clean.
  4. Good for finding PCR-specific Tickets/Tasks within TDX that are assigned to you.

Where to Find Your Assigned Ticket Tasks

#1 Method [RECOMMENDED]:  Link in Email Notification takes you to the main ticket - “TDXNext Tickets” (link #1 in the image below) where you can:

  • Read about the product/service being purchased
  • Access relevant attachments to begin your review, and
  • Click on your ticket task to enter ongoing status updates
    • Note: it is best not to use the Task link (#2 in the image below) from the email notification because no meaningful ticket information will be there to review. 

CSULB IT Help ticket example email for a Procurement Compliance Review ticket

#2 Method:  Within TDX go to Tickets tab > Assigned To Me (and follow same guidelines as in method #1 above).

Internal TeamDynamix ticket application showing the location of the Assigned To Me section

#3 Method:  Within TDX, go to My Work tab > My Assignments (follow same guidelines in method #1)

Internal TeamDynamix ticket application showing the location of the My Assignments section

Proposed SME Review Process

  1. First review the main ticket to get an overview of the purchase and to access relevant attachments.
  2. You can use either the Ticket Task or the main ticket’s Feed area to notify relevant parties if you need more information to support your review.  Please be mindful comments you make private or public. 
  3. If you wish to notify someone that is not already associated with the ticket, such as a vendor, you should use the Ticket Task because there is an "Other Email Addresses" field available there when you Update the Task.
  4. Use the Ticket Task for your internal notes and conversation with internal staff/teams.  Ticket Task comments and notifications will appear in the Feed section of the main ticket.  Please be mindful of comments you make private or public.
  5. When your review is complete, you must do two things:
    • Update the Ticket Task by selecting either Mark Complete or Update and indicating 100% complete.  (See example screenshots below).  Mark Complete will automatically update the Task to 100% complete. Internal TeamDynamix ticket application showing an example of a Ticket Task and its features Internal TeamDynamix ticket application showing a different view of an example of a Ticket Task and its features
    • Edit the main ticket by adding your final notes (similar to what was done in Footprints) in your respective SME section, and be sure to update the radial button indicating whether you approve.  It is defaulted to Approved. Internal TeamDynamix ticket application showing Edit mode where Subject Matter Experts enter their approval comments
    • Notify the PCR Coordinator team that you’re done, since the above steps won’t notify them automatically.

Tips and Things to Know

  • Comments made in Ticket Tasks can show up in the main ticket’s Feed if you don’t mark them as Private.  This means the requestor/customer will be able to see these comments when/if they log in to the client portal to see ticket status.
  • Add attachments by clicking on the +Add green button at the top of the main ticket. Internal TeamDynamix ticket application showing the Add button for adding attachments
  • Since you cannot include an attachment in a notification, as an alternative, you can reference the document in your notification and instruct the recipient to view the document by viewing the ticket.  Your notification will automatically include a link to the ticket, which they can click on to view the ticket and attachment.

Related Resources

Service Page:  IT Procurement Compliance Review (PCR) Process

 

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