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obtain hardware software trial period process by fV6BI2

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									Obtain Hardware and Software for a Trial Period Process
                  INTRODUCTION ▪ PURPOSE ▪ SCOPE ▪ DESCRIPTION
               DIAGRAMS ▪ INPUTS/OUTPUTS ▪ PROCESS RELATIONSHIPS
                    ROLES & RESPONSIBILITIES ▪ REVISION HISTORY

1   INTRODUCTION

                                    Obtaining Hardware and Software for a Trial
            Process Name
                                    Period Process
            Process Owner           Manager, Technology Support


2   PURPOSE

The purpose of the Obtaining and Evaluating Information Technology Hardware and Software
Products for a Trial Period process is to provide the processes for approval when testing new
products for a Trial Period.


3   SCOPE

This process establishes the Postal Service’s process for governing trial and evaluation of
information technology (IT) hardware (e.g. computer systems and related peripherals, network
components, and telecommunication devices) and software (both commercial off the shelf
(COTS) software and development tools or environments).

The Postal Service does not encourage free product trials because they:

       Incur costs to Information Technology.
       Diminish Postal Service business leverage when negotiating contracts with vendors.
       Are generally unnecessary to evaluate products.

However, free trials might offer advantages under the following circumstances:

       When it is necessary to simultaneously compare multiple competing technology
        solutions.
       When there is little existing commercial experience with new forms of technology.
       When it is desirable to compare an existing technology solution to a new product and
        determine if the new solution is lower in cost.


4   PROCESS DESCRIPTION

There are two Processes and Standards for Testing a Product for a Trial Period: Pre-submission
Requirements Process and the Trial Request Submission Process.

Note: Before you begin a free product trial, you must first get approval from the Manager,
Technology Support and the VP/ITO.

Pre-submission Requirements
Use the following steps when preparing your free trial proposal:
    1. Design the trial criteria and determine test goals. Formulate and submit the criteria for
       testing the proposed trial products to the manager of Technology Support. Include:

            a. A description of the basic functions of any proposed test product, including
               specific functions that illustrate capabilities outside of existing Postal Service
               infrastructure.

    2. Evaluation of accessibility compliance under Section 508, which is required for all
       electronic technology and software. Seek advice from the National Section 508
       coordinator. Send an e-mail to section508@usps.gov.

    3. Determine the infrastructure cost of conducting the trial. Submit an estimate of the cost
       for conducting the trial. When evaluating the costs, include:

            a. Hardware costs to run the trial (including processing and storage).
            b. Network costs to design and provide connectivity.

    4. Determine employee labor costs to prepare for and run the trial. Include the cost of
       employee labor to:

            a.   Create test data for use in the trial.
            b.   Collect test results data.
            c.   Evaluate test results.
            d.   Restore test environment to pre-trial conditions.
            e.   Generate the test result report.
            f.   Additional software costs necessary to conduct the trial.
            g.   An estimated five-year total cost of ownership for use of the trial product.

    5. Establish the duration and terms of the trial. The terms of the trial period must specify
       that:

            a. The trial period must be 180 days or less. The trial period begins on the date the
               product is first installed.
            b. There is no obligation for the Postal Service to purchase the product at the end
               of the trial period.

    Note: The Postal Service allows free trials of a hardware or software product only if the
    product to be tested has one of the following:

       A built-in expiration date that is 180 days or less from the date you first install the
        product.
       A specified return date that is 180 days or less from the date you first install the product.

    6. Determine how you will pay for the product tests. The requester is responsible for
       funding all costs associated with the trial period, including any costs associated with
       returning the computing environment (including any affected applications or data stores)
       to a pre-trial condition. The requester is also responsible for complying with the security
       policies in the IT Website.

Sample Product Comparison Table — Provide comparison between the proposed product and
2 comparable products and indicate Support for the Functions Listed

         Function or          Free Trial           Free Trial           Existing
         Feature              Product 1            Product 2            Postal Service
         to be Evaluated                                                Product 3
          F1:
          F2:
          F3:
          F4:
          F5:
          ETC:


Trial Request Submission Process
To request approval to use a trial product:

    1. Prepare documents that fulfill the trial design criteria, evaluation criteria, and cost of
       conducting the trial and the five-year total cost of ownership. The following information
       will be included:

            a. Detailed reasons for the request and estimate the value of the products.
            b. A summary of the new functions the product provides.
            c. A description of existing problems or deficiencies the product may solve or
               alleviate.
            d. The proposed period for testing. The test period must be 180 days or less from
               the initial installation date of the product.

    2. Complete an eBuy requisition:

            a. If you are purchasing a product to evaluate, complete and submit a funded eBuy
               with manager approval to IT Commodity Management Center (ITCMC).
            b. If you are accepting a free trial product:

        Prepare a no cost eBuy with manager approval to ITCMC.
        Attach PS Form 2629, Free Trial Test Agreement, and have the supplier sign the form.

        Note: Your organization may be obligated to fund the actual transportation, installation,
        or reinstallation charges as part of the free trial agreement.

    3. Submit the completed eBuy and supporting documentation to the Manager, Technology
       Support. The Manager, Technology Support will review and either return the request (if
       the request is not complete) or submit it to the VP / ITO with a recommendation for
       approval or rejection of the request.


5   PROCESS DIAGRAMS
Obtaining and Evaluating Information Technology Hardware and Software for a Trial Period
Pre-Submission Requirements/Trial Request Submission Process
    Pre-Submission
     Requirement
                                                          Document Costs to
                                                              Include
                       Design trial
                                                               labor                     Approved
                       criteria and
                                                                 IT
                       determine
                                                              Duration
                                                                                          Funding
                        test goals




                                                                Yes                        No
    Coordinator




                                                                              No Trial                     If using         Yes     If purchasing
       508




                                                                              Period                       a free                   a product to
                                      Is trial software
                                                                              Granted                      trial                    evaluate
                                      508 Compliant
                                                          NO
       Trial Request




                                                                                          Complete Form               Prepare eBuy w/
                                                                                          2629 and have               manager approval
                                                                                           supplier sign              submit to ITCMC
Technology
 Manager,

 Support




                                                                                                                                                     Submit prepared
                                                                                                                                                    documents to Mgr
                                                                                                                                                      Tech Support
       VP / ITO




                                                                                                                                                                 Final documents
                                                                                                                                                                 submitted to VP /
                                                                                                                                                                 ITO for approval




6              PROCESS INPUTS/OUTPUTS

Inputs
1. Trial Criteria and Goals
2. Trial Cost Estimate
3. eBuy Requisition
4. PS Form 2629
5. Sample Comparison Table

Outputs
1. Technology Support Recommendation


7              PROCESS RELATIONSHIPS

There are no Process Relationships for this process.


8              ROLES AND RESPONSIBILITIES

Requestor: Completes required documents for submission.

508 Coordinator: Reviews request to ensure 508 compliancy.
Manager, Technology Support: Reviews final paperwork to ensure all requirements and
documentation has been completed.

VP / ITO: Approves or denies request.


9   REVISION HISTORY

The Postal Service Obtaining and Evaluating Information Technology Hardware and Software
Products for Trial Period Process Owner will document all changes to this process in the revision
history section.


 Version    Section(s)   Revision Description                                          Revision
 #          Revised                                                                    Date
 1.0                     Baseline

								
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