Finance Administration

Procurement

The WVOT Procurement Team is responsible for the Agency’s purchases of products and services for which the aggregate spend exceeds $5,000. Utilizing a variety of procurement methods, the Team works with the WVOT’s technical units and ensures the Agency’s adherence to WV State Code and Legislative Rules.  As part of its efforts, the Procurement Team is involved in many of the following areas:

• Overseeing the procurement lifecycle for many solicitation methods including Request for Quotations, Request for Proposals, Cooperative Agreements, and others  

• Performing market research and developing specifications with/for the WVOT’s technical units to meet the Agency’s strategic goals

• Preparing all the necessary documentation and wvOASIS entries for the procurement efforts

• Responding to any technical questions during the solicitation, evaluating Vendor responses, and processing all awards

• Managing the Agency’s contracts, serving as the Agency’s point of contact, and overseeing disputes and resolutions

• Working closely with the WVOT’s Accounting and Budgeting Teams to ensure Agency’s financial solvency Additionally, in conjunction with the WV Purchasing Division, the Procurement Team provides technical oversight and has management responsibility for the current Statewide Contracts and Master Terms and Conditions agreements.  The Procurement Team can be contacted via email at OTPurchasingRequest@wv.gov

Business Services Team

The Business Services Team promotes and provides a collaborative and agile technology services model to foster innovation and continuous improvements. This group works to ensure statewide and WVOT procurement contracts are being fully utilized, while exploring opportunities for efficiencies and findings savings wherever possible.  This team proactively looks for improvements and tracks their implementation. Lastly, the team administers the CIO Review Process.  This team can be contacted by emailing OTEnterpriseServicesTeam@wv.gov.

The Business Services Team works closely with:

•  WVOT Procurement Team in order to help establish and monitor SLA’s, processes, and utilization of services for negotiated contracts.  This helps optimize execution of WVOT’s contract solutions.

•  WVOT Accounting and Billing Team in order to help define costs for external entities and help communicate this information.  This helps ensure that WVOT is delivering cost-competitive services that have features the external entities need.

•  WVOT Intergovernmental Relationship Management (IRM) Team in order to document services and processes to deliver to streamline service delivery.  This relationship fosters clear communications and helps WVOT be proactive to the needs of our supported Agencies.

Accounting/Billing/TCR

The WVOT Accounting Team is responsible for a variety of responsibilities that ensure the agency operates smoothly.

Some of the duties include:

• Development of the Annual Rate Catalog utilizing cost accounting; in conjunction with, setting
  the Annual Budget to be approved in the Budget Bill

• Working with WVOT teams to compile information for the monthly billing of CMO, Telecom and
  IS&C

• Processing and resolving all billing disputes

• Review and audit accounts payable invoices, input the invoices into WVOASIS, and process for
  payment to the WV Auditor’s Office

• Creating and processing travel arrangements and expense reimbursement through the new E-
  travel OASIS Program

• Regulating WVOT Purchase Cards and providing oversight for purchases under $2,500

State agencies contact the Telecommunications Change Request (TCR) Team to request telecommunications services available on statewide contracts. These requests are maintained, and the progress tracked through this division which then reports these statuses to various individuals and groups. These groups can be contacted via email at OT.Billing@wv.gov (Internal Use Only - 304-957-8133), OT.Telecomdisputes@wv.gov, TCR@wv.gov and OTTravel@wv.gov (Internal Use Only – 304-957-8219)

WVOT Replenishment Center 

The Asset Management/E-Recycle team is responsible for maintaining all WVOT assets, inventory, items for resale, and break-fix equipment; in addition, they are responsible for all of state government IT retired equipment. This team is responsible for receiving the asset upon shipment from the vendor; collecting the asset data, inputting the data into Asset Tracking System (ATS), and tagging the asset; performing annual physical asset/inventory audits; reconciling assets in the ATS database to wvOASIS Asset listing; tracking inventory, items for resale, and break-fix equipment; updating Bills of Materials (BOM) with the cost, based on the cost of the equipment being pulled; delivering equipment. This team is also responsible for corresponding with all state agencies to schedule pickups of retired IT equipment; pickup equipment across the state; inventory the at check-in equipment; assess the equipment for the re-usability determining what equipment will be kept by WVOT for re-use, sent to Department of Education, Surplus Property, or E-Recyclers as waste; responsible for cleansing the equipment, ensuring the data is removed before being sent to the aforementioned; approve the appropriate wvOASIS and/or WV103 documents to appropriately retire equipment; the equipment is then disbursed as determined by the assessment; all movement of equipment is tracked through ATS. This group can be contact via email at OTERecycle@wv.gov or by phone 304-558-5248 (Internal Use Only)

Print Shop/Mailroom

The WVOT processes print jobs and mails documents on behalf of many state agencies. The services provided range from distribution of pre-printed documents, to federally mandated letters or “mailers” which are documents printed on the WVOT printers then distributed or mailed according to the agency’s request.