Due Date 2/21 Pavir - Create list /calendar dates of manual requisitions for subscriptions

[ritahitching]

PAVIR manual requisitions:

Create an internal TeamPSD schedule for each vendor that will need manual requisition submissions each year and with due dates for the subscriptions. Perhaps we could create a yearly Outlook reminder that will ping us a few weeks before the deadline as well.

@Stacey will generate draft and review with you.

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Workgroups leads Identify Constraints (check all that apply):

• [ ] Capacity
• [x] Cost
• [ ] Schedule
• [ ] Interference
• [ ] Capability
• [ ] Other (describe)

Add estimated person-hours to complete: less than 1 hour

Edit the due date (if necessary)

[ritahitching]

@staceypark

Lindsey asked me to put together a list of vendors that TeamPSD uses that require a manual requisition, so that we can set up a calendar reminders a week prior to subscriptions needing to be renewed.

Vendor	Purpose	Cost Monthy	Cost Annual	Purchase Method	Subscription	Last Purchased Date
BaseCamp	Project Management	$20.00	$240.00	PAVIR	Annual	1/11/2020
Rebrandly	Shortlinks for TeamPSD	$29.00	$360.00	Lindsey monthly reminder to submit check reimbursement	Monthly auto-renew	1/09/2020
Vensim	Launch MTL
Adobe Creative Cloud	Documents & Graphics	$29.99	$359.88	PAVIR	Annual	11/11/2019
Zotero	Reference Management	$5.00	$60.00	PAVIR	Annual	7/29/2019
GitHub Private	Project management	$7.00	$84.00	PAVIR	Annual	12/11/2019
Shiny	Data Analysis	Free Version
MS Dynamics CRM	Project Management	postponed

[staceypark]

@ritahitching update column to reflect

1. vendor / purpose / cost - break down by month and year / last purchase date
2. @lzim are we paying for Vensim through PAVIR? thanks

[staceypark]

@ritahitching I think there was a misunderstanding here - it would be helpful to note which ones we are paying for annually and which monthly so that we know how to setup our system for updating them. For example, Zotero is a yearly subscription while Rebrandly is a monthly one.

[ritahitching]

@staceypark In terms of setting up a payment system reminder - some additional context I hope will help clarify the table.

All subscriptions

• regardless of monthly or yearly require a credit card on the back end - whether it's a PAVIR or teamPSD card that is set to auto renew to prevent interruption of service.
• vendors send an email out to the account holder 1 month prior to expiration of service, asking to update payment information and confirm renewal of subscription (see date of last purchase on table).
• there is no interruption of service unless there is an active cancellation action or the credit card expires, irrespective of how requisitions are made.
• in the event the payment information is likely to expire vendors email credit card holders asking for updated payment information.

Requisitions

• made through ReqLogic: vendors send an email reminder 1 month prior to end of subscription service directly to Launne. PAVIR then emails TeamPSD to confirm we want to renew our subscription for another year, which they processes if we give the go ahead with their credit card.
• not made through ReqLogic (such as Rebrandly are auto-renew) the account holder will receive an email 1 month prior to expiration of service to confirming our interest in renewing our subscription and to update our payment details.

[ritahitching]

@staceypark @lijenn Please confirm that I can close this issue, pending a costing update on the Vensim. I created calendar reminders for all the vendors above on the outlook calendar and invited you both. thanks! Rita

[ritahitching]

@lzim

Will you please clarify how the purchase of the Vensim is made? There are no details on ReqLogic or on our shared drive. I was able to find details for the purchase of the Vensim in 2016 for $175 using the login in details for the Vensim in the shared drive . thanks, Rita

[staceypark]

@ritahitching thanks for creating the outlook reminders. you can close this issue once the Vensim piece is resolved

[ritahitching]

@lzim will you please let know the costing details of the Vensim? thanks