Review the Prior to Contacting Procurement page first.
Complete Steps 1-2, the Intake Steps, with as much specificity and detail as possible. Consider that many of the approvers are just now learning about this purchase for the first time and have no context beyond what you share here. This is your chance to provide all information as clearly as possible to expedite approvals as quickly as possible!
This section articulates how the purchase is aligned with the current business needs. Completion of all fields is necessary for approvals. Any missing or incomplete fields will result in a delay to the review and/or approval of your request.
Business Problem Statement
Business Solution Statement
Description of Purchase
This section articulates the information regarding the vendor and the current contract and pricing (if any) that is being proposed. Completion of all fields is necessary for approvals. Any missing or incomplete fields will results in a delay to the review and/or approval of your request.
Vendor Name, and URL
Vendor billing contact
Total Contract Value
Personal Data Privacy Review
Marketing Campaign Finance Tag
If non public data will be shared in ANY capacity with this vendor, a security analysis is required. A security analysis is required for renewals as well since an eval is due every 12 months. Review our Data Classification Policy and Vendor Security Review Process for questions.
To expedite the security review process, complete the identified check boxes as relative:
Provide Vendor Security Contact Name and Email Address
Non Disclosure Agreement (NDA)
Tag your functional leader according to the Authorization Matrix in the first section of the table.
Tag your finance business partner under Budget Approval.
Scroll to the bottom of the issue and select a due date, if relative, and we will do our best to accomodate. All reviewers and approvers are notified so long as you do not edit below the section that says DO NOT EDIT BELOW.
SUBMIT YOUR ISSUE!
Now the review and approval process can begin.
A contract can not be signed until each function has reviewed and approved
Here is a deep dive summary on what each function is reviewing for approval:
Functional Review and Approval
Budget Review and Approval
Security Review and Approval
Procurement Review and Approval
Legal Review and Approval
If the vendor requires access to systems to complete work, the vendor manager (ie. the GitLab team member who will manage the relationship with the temporary service provider, generally a people manager) is responsible for creation of a Vendor Access Request and Orientation issue.
In the AR, include only systems that are necessary to the work that the vendor will be performing.
If you have additional questions, please ask in #procurement slack channel. Or attend Purchasing Office Hours, available in the GitLab Team Calendar.