Subscription & AMC Renewal (Software / Service)
SOP Number
IT/014/R.1
SOP Title
Subscription & AMC Renewal (Software / Service)
NAME
TITLE
SIGNATURE
DATE
Author
Raghavendra Nayak
System Admin
30-11-2022
Reviewer
Milind Khedekar
Senior Manager
30-11-2022
Authoriser
Mahaveer Devannavar
General Manager
30-11-2022
Effective Date:
01-12-2022
Review Date:
30-11-2022
1. PURPOSE
A regulations or procedures referred to renew subscription of software and services to keep the users up-to-date with latest version & upgraded to use latest technology with support from respective vendor/oem
2. SCOPE
We are subscribing few of the services and software for period of twelve months. Subscription of software for getting support from OEM & getting updated version during span of contract. Services upgrade to keep the service up & running with support from vendor. Includes OS, O365, AutoDesk, AV, Alumni portal, Firewall, backup application etc software subscription renewal as per OEM policy
3. APPLICABILITY
- Location IT Head jointly with HOD is responsible to keep a track for upgrade
- IT HOD is responsible to finalise the service required to subscribed
- Location IT Head is responsible to upgrade the services at user end with help of OEM
4. RESPONSIBILITIES
- Ensure proper tracking of software & services applicable for renewal
- Ensure timeline for subscription is properly maintain
- Ensure upgradation is maintain to all applicable users
- Ensure proper support made available from respective partner
- Track post implementation issues and provide solution
- Ensure backup of services before upgradation ie. UTM (Firewall), Switch, AP etc
- Ensure proper working of service / application post upgrade of subscription
5. SPECIFIC PROCEDURE
- Select the service / application / device for subscription renewal
- Review and discuss with HOD for finalisation of renewal
- Take formal approval of HOD with proper clarification
- Review the available certified partner
- Take formal quote for specified services or amc
- Raise PR in system with available quote
- Send confirmation to concern user/department
- Involvement of legal team for finalisation of agreement
- Update purchase team as and when required for negotiations
- Entire activity to be performed in advance before expiry of existing contract
- Send confirmation to selected vendor
6. ACTIVITY COMPLETION REFERENCES
Update the existing records for future reference
6.1. Internal References
Record the details of renewal in documentation
Update the budget for respective month in concern entity
6.2. External References
Po release to vendor for renewal of services or amc & information forwarded to concern user
7. CHANGE HISTORY
SOP No.
Effective
Significant Changes
Previous
Date
SOP no.
IT/014/R.1
01-12-2022
First version
N.A.