# Software and Service Catalogue

Review the recorded software/service-request prototype: its forms, list, duplicate check and approval flows. The notes include proposed improvements, not an accepted organisation-wide request process.

!!!warning Source-derived reference
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## Context:

The source describes a prototype form for automating software/service requests.

The prototype form populates a list. If the list already contains the requested service, it notifies the requester; otherwise, it starts a hierarchical approval flow.

### Resources:

Requester Form - [IT Software or Online Service request](https://forms.cloud.microsoft/Pages/DesignPageV2.aspx?origin=NeoPortalPage&subpage=design&id=1psukW4j9UacDLmYZ-a5m0Ta2SmBkMpJgknyDLvH6NdUODVXUUk1QUhJTlk5N0k4NktPTjRDQlJZMy4u) The initial form filled out by the requester, requeseter info is gathered by the flow.

[Screenshot retained for review](../../review/Review-status.md#asset-ff108560ceaf8a71e174)

IT Software Review Form: [IT SOFWARE Request Review (Preview)](https://forms.cloud.microsoft/Pages/DesignPageV2.aspx?origin=NeoPortalPage&subpage=design&id=1psukW4j9UacDLmYZ-a5m0Ta2SmBkMpJgknyDLvH6NdUNlpMUkpHT1VJMEo4NU45TzkyVzZWQ01DSC4u&topview=Preview)

[Screenshot retained for review](../../review/Review-status.md#asset-7d6d1353a4f6ed3e4869)

[Privacy Policy Analyst](https://m365.cloud.microsoft/chat/?titleId=T_7c9184da-3da0-74bd-8456-c4d0b1820bc0&source=embedded-builder) M365 Co-Pilot Agent: Vets requested software service against CCM Pirvacy policy, APP legislation. Lists PII collection status ,PII Type, PII storage, Endorsement Rating information for the IT staff to consider at a glance.

### FLOWS:

[IT Software Request](https://make.powerautomate.com/environments/Default-912e9bd6-236e-46f5-9c0c-b99867e6b99b/flows/e3a04ddd-0191-4bbe-ba05-c8d6c1d84e6b/details)

[Screenshot retained for review](../../review/Review-status.md#asset-1640dcc6cbf4fe4d49ed)

[IT Software Request Review Complete](https://make.powerautomate.com/environments/Default-912e9bd6-236e-46f5-9c0c-b99867e6b99b/flows/c53c0237-64db-4c94-a421-2d4a37ae0ef4/details)

[Screenshot retained for review](../../review/Review-status.md#asset-6bc668a45338db61939b)

LIST [Groves IT - IT Software and Services Requests - All Items](https://ccmschools.sharepoint.com/sites/GROCCIT/Lists/IT%2520Software%2520and%2520Services%2520Requests/AllItems.aspx)

Proposed improvement: the two-flow design could support one request form for all schools. The review flow can be duplicated and tweaked to suit individual schools. (condition gate at the top if requester matches school continue else terminate)

When a response from sofware request form

Get the Details of the response

Gathers the 365 Data of the requester. Sepcifically their **job description** ***role*** and **department** *school*

Gathers service information from between the www and dot com for existing service check

Gets the existing list for the existing service check

The get list returns an array which creates a for each group this flattens it to the first single item

The first condition checks for duplicate requests if duplicate the flow terminates after sending an email to the requester Else the flow continues

Creates new entry in the list logs requester details and response information

Receipt notification to requester advises that IT will complete their due diligence which will then be escalated to the head of school

This prefills the form that IT complete for due diligence

Sends the notification to IT including the form they need to complete.

When new response from IT Software Request Review

Get response details

Update the list

Get the item details from the list

Endorsement gate

This section check to see if IT endorse the software and then sends an approval request showing ITs endorsement status and report for the head of school to approve or disapprove. The list is updated accordingly.

Gets the updated information

IF the head of school approves the request the details are sent to CCM for Approval else the flow ends notifying the requester that their school doesn't approve the request

Condition checks for school approval and IT endorsment

CCM get an approval request that shows who approved the software and the reason also ITS endorsement and report. Once complet the list is updated.

Is this replacing a service

What service is this replacing

Multi selection question regarding approval

Check with school process

[Screenshot retained for review](../../review/Review-status.md#asset-32423b1a87f68ae02163)

## Related guidance

- [Topic overview](Introduction.md)
- [Source review status](../../review/Review-status.md)