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.
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 The initial form filled out by the requester, requeseter info is gathered by the flow.
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IT Software Review Form: IT SOFWARE Request Review (Preview)
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Privacy Policy Analyst 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:
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IT Software Request Review Complete
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LIST Groves IT - IT Software and Services Requests - All Items
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
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