OSF Service Support

Overview of OSFs
Service Request Process
[Version 1.0]

Service Request Process Overview

Table of Contents
About this document

Chapter 1. Service Request Process 2

1.1. Objectives

1.2. Definitions

1.2.1. Customer

1.2.2. Provider Group

1.2.3. Request

1.2.4. Deficiency

1.2.5. Request Repository 3

1.2.6. Agency Services Database 4
1.2.7. Service Agreement

1.2.8. Service Level Agreement

1.2.9. Service Standard

1.2.10. Service Level Target 4

1.3. Service Request Process Scope 4
1.3.1. Exclusions

1.4. Inputs and Outputs 5

1.5. Metrics5
Chapter 2. Roles and Responsibilities 6
2.1. Service Desk 6
2.2. Voice / Data / Cabling Groups

2.3. Service Provider Group Manager 6

2.4. Service Provider Group

2.5. Operations review team

2.6. Customer (Service Requester)

Chapter 3. Service Level Targets

7
8

3.1. Assistance Service Request Targets

3.2. Enhancement Change Request Targets and Schedules

Chapter 4. RACI Chart

Service Request Process Overview

Chapter 5. Process Flow 11
Chapter 6. Request Priorities / Queue Management
6.1. Priorities

13

13

6.2. Work Queue Management 13

Chapter 7. Reports and Meetings
7.1. Reports & Notices

14

14

7.1.1. Standard Fulfillment Report 14

7.1.2. Agency Fulfillment Report

14

7.1.3. Outstanding Enhancement Change Requests Report

7.1.4. Aging Service Requests Report
7.1.5. Deficiency Report
7.2. Meetings

15

15

16

7.2.1. Operations review team Meetings 16

7.2.2. Process Improvement Meetings
Chapter 8. Service Request Policy

17

16

14

Service Request Process Overview

About this document

This document provides an overview of the Service Request (SR) Process. The
Process provides a consistent method for everyone to follow when Agencies submit
requests for standard support services from the Office of State Finance Information
Services Division (OSF ISD).
This process should be used for requests for support of services that are considered
to be a part of standard OSF services or are a service covered by an existing Service
Agreement. The fulfillment of a service request may impact recurring billing charges,
as in the case of setting up a new employee when the customer is billed on a per
employee basis.

Who should use this document?

This document should be used by:

OSF ISD personnel responsible for the fulfillment of standard services

OSF ISD personnel involved in the operation and management of the Service
Request Process

Summary of changes
This section records the history of significant changes to this document. Only the
most significant changes are described here.
Version

Date

Author

1.0

Description of change
Initial version

Where significant changes are made to this document, the version number will be
incremented by 1.0.
Where changes are made for clarity and reading ease only and no change is made to
the meaning or intention of this document, the version number will be increased by
0.1.

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Service Request Process Overview

Chapter 1. Service Request Process

The Service Request Processes manage submission and handling of all requests for
service. The processes are customized to meet the customers needs based on the
type and complexity of the request. The following documents provide a complete
picture of Service Request processing within the OSF / ISD environment:
Document / Process Name

Description

Service Request Process Overview

General Overview (this document)

Application Service Request Process

Requests related to support of PeopleSoft and other

applications

Technical Service Request Process

Requests related to all other support services (non

PeopleSoft or applications), ex., Workstation, Email,
Network, etc.

Service Catalog Request Process

Requests for service from new customers or from

existing customers requesting services not yet
contracted

1.1. Objectives
Provide a consistent process for Agencies to submit requests for services that
ensures:

Service requests are properly logged

Service requests are properly routed
Service request status is accurately reported
Service requests are accurately sized with regard to effort and cost
Queue of unfulfilled requests is visible and reported
Service requests are properly prioritized
Solution provided meets the requirements specified by the customer
Effort is not wasted on unapproved requests

1.2. Definitions
1.2.1. Customer
A customer is someone who buys goods or Services. The Customer of an IT Service
Provider is the person utilizing the service purchased by the customers organization.
The term Customers is also sometimes informally used to mean Users, for example
"this is a Customer focused Organization".

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Service Request Process Overview

1.2.2. Provider Group

The group of technical support staff who render the service requested.

1.2.3. Service Request

A request initiated by a customer for OSF ISD services. The request is for a specific
service considered to be part of OSFs customer support for the larger services
provided, ex., email, network, or PC support.
For the purposes of this process we will differentiate between two types of Service
Requests:
1. Assistance Service Request request for routine ongoing support to
customer to keep production operating efficiently and effectively. For a
request to be considered routine, it must have the following characteristics:
o
o
o
o
o
o
o

Known requirements
Known solution
Known cost (approximate)
Known risk
No impact to the Customers SLA
Preapproved by Service Provider Group Manager
Predefined Service Level Target

The Assistance Service Request will often be referred to as an ASR.

2. Enhancement Change Request request for a modification or addition to
an existing service, ex., a new voucher report or modification to an existing
report.
The Enhancement Change Request will often be referred to as an ECR.

1.2.4. Deficiency
A deficiency occurs when the service provided does not meet or fully meet the
customers needs or the standards of service defined by the SLA.

1.2.5. Request Repository

The Request Repository is a database containing relevant information about all
Service Requests whether they have been fulfilled or not. General status information
along with notes related to activity should also be maintained in a format that
supports standardized reporting.
All requests received by the OSF Service Desk will be recorded in PeopleSoft CRM.
Requests related to cabling or telephone service will be recorded in the PCR COMIT
application to support the specific hardware / order tracking needed for those
requests.

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Service Request Process Overview

1.2.6 Agency Services Database

The Agency Services Database contains current information on all services provided
and which agencies utilize those services. This information must be updated at least
monthly to reflect any changes to services. Changes may comprise of services
provided to an agency for the first time, increase or decrease in the number of
personnel receiving the service, or other changes in quantity.

1.2.7. Service Agreement

A Service Agreement is a general agreement outlining services to be provided, as
well as costs of services and how they are to be billed. A service agreement may be
initiated between OSF/ISD and another agency or a non-state government entity. A
service agreement is distinguished from a Service Level Agreement in that there are
no ongoing service level targets identified in a Service Agreement.

1.2.8. Service Level Agreement

Often referred to as the SLA, the Service Level Agreement is the agreement between
OSF ISD and the customer outlining services to be provided, and operational support
levels as well as costs of services and how they are to be billed.

1.2.9. Service Standard

By their nature, Assistance Service Requests are routine with predefined
expectations and standards for quality and timeliness of service. These standards
should be set for each category of service identified under the case type of SR within
CRM. Any exceptions to the standards need to be identified within individual SLAs.

1.2.10. Service Level Target

Service Level Target is a commitment that is documented in a Service Level
Agreement. Service Level Targets are based on Service Level Requirements, and
are needed to ensure that the IT Service continues to meet the original Service Level
Requirements.

1.3. Service Request Process Scope

The Service Request process applies to all specific requests in support of larger
services already provided by OSF.
Enhancement Change Requests are introduced here. Specific instructions regarding
the handling of Enhancement Change Requests is provided in separate documents.
The process for handling all ECRs related to CORE and other Application Services is
detailed in the document Application Service Request Process.
The process for handling all other ECRs is detailed in the document Technical
Service Request Process.

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Service Request Process Overview

1.3.1. Exclusions

Incidents (break/fix) are not handled by this process. By definition incidents

are a break in normal service and therefore receive high priority to restore
service to the customer within the timeframes designated in the Service Level
Targets.

System modifications resulting from the Problem Management process are not
handled by this process. Problem Management seeks to provide resolution to
ongoing problems, is part of ongoing operational support, and does not require
a request to be initiated.

1.4. Inputs and Outputs

Input

From

Service Request (verbal or written)

Customer

Specifications

Customer / Business Analyst / SME

Output

To

Standard notification to the customer when case is

closed

Customer.

Solution meeting requirements of customer

Customer

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Service Request Process Overview

1.5. Metrics
Metric

Purpose

# of requests by type (standard Assistance

Service Request vs. Enhancement Change
Request), status, and agency

Time to respond to request

Time to fulfill request

Completion date vs target date

To determine if requests are being processed in

reasonable time frame, frequency of specific types of
requests, and determine where bottlenecks exist.
Show evidence to all our customers of how OSF has
performed against SLA requirements. This includes
request fulfillment timelines.
See Reports section below.

Deficiencies (unsatisfactory fulfillment)

# & % of requests fulfilled within SLA targets

Metrics will need to be reported in any

combination of the following:
a.
total
b.
type
c.
agency
d.
provider group
e.
date range
f.
on time completions

Chapter 2. Roles and Responsibilities

Responsibilities may be delegated, but delegation does not remove responsibility
from the individual accountable for a specific action.

2.1. Service Desk

In order to ensure that standards of service and Service Level Targets are met, all
service requests will be routed through the Service Desk. The Service Desk is
responsible for the following:

Ensure that all Service Requests received by the Service Desk are recorded
and routed to the appropriate group
Identify whether the request is Assistance Service Request or Enhancement
Change Request
If the Service Request is an Assistance Service Request, make certain the
appropriate standard tasks are identified within the case
Prepare reports showing statistics of Assistance Service Requests fulfilled /
unfulfilled
Validate solution with customer to make certain their needs have been met
and either close the request or reroute back to the service provider group for
additional action

2.2. Voice / Data / Cabling Groups

These groups have a service request processing application called COMIT. COMIT
will be used in all cases where orders are placed for:

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Service Request Process Overview

1. Telephone add, change, remove
2. Cabling, inside and outside plant
If a service request related to voice group is received at the Service Desk, the
Service Desk will log the request in COMIT. When deriving metrics for service
requests for voice, any associated with adds/moves/changes will be filtered out to
prevent duplication. Data will be exported from COMIT in compatible format with
CRM to provide the metrics for service requests related to telephones and cabling.

2.3. Service Provider Group Manager

Responsibilities of this role are:

Develop CRM task lists for the more complex and most common Assistance
Service Requests. For example, a new employee needs active directory id &
email account (Server Group), New PC (PC Group). These task lists will be
set in CRM for the related service and used to provide more detail in the case.
Monitor request queue to ensure all requests are being handled
Make final decision on priority of items in the request queue
If necessary, make decision on which resources need to be involved in fulfilling
the request
Review service task lists for request fulfillment to ensure policy compliance,
value tasks for service being rendered, and for any vulnerabilities or risks
Perform post-implementation review to ensure that all services are functioning
properly and all documentation is complete
If issues arise with the service delivery, review service task list compliance or
improvement needs

2.4. Service Provider Group

The Service Provider Group is composed of the manager and either functional or
technical services support staff.
Responsibilities of this role are:

Develop standard service task lists for request fulfillment based on best
practices and in conformance with OSF ISD standards and policies
Perform work outlined in request
Utilize service task list to confirm all tasks for request fulfillment are performed
In coordination with the Service Desk and under their guidelines, perform postimplementation review to ensure that all services are functioning properly and
all documentation is complete
Provide detailed scripts to the Service Desk that can be utilized to determine
the proper assignment of a service request.

2.5. Operations review team

Membership includes:

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Service Request Process Overview

Designated representatives, managers, and team leads of technical provider

groups.
Responsibilities of this role are:
o Review Enhancement Change Request data and metrics
o Make certain service requests fall within the boundaries of existing
SLAs.
o Offer insight regarding processes for request fulfillment

2.6. Customer (Service Requester)

The service requester role may be fulfilled by anyone who is part of the customer
organization that is receiving services from OSF. Specific responsibilities include:

Submitting a request for service

Providing additional incident information if required
Obtaining any necessary authorizations
Receiving confirmation of service and providing concurrence of completion

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Service Request Process Overview

Chapter 3. Service Level Targets

Two specific targets will be associated with all Assistance Service Requests:
1. Response the time until the service request is assigned within the service
provider group. It is calculated by subtracting the date/time the case was
assigned to the provider group from the date/time the case is assigned to
an individual within the group.
2. Resolve the time required to fulfill the request. This is not the same as
the time to close as the case may remain open a few days after fulfillment
to ensure the customers needs are met. It is calculated by subtracting the
case creation date/time from the date/time the solution is recorded in the
case.

3.1. Assistance Service Request Targets

By their nature, standard service requests are routine. The targets may vary by
specific request type within a service. Also, these targets may need to be adjusted
over time as technologies change and processes become more refined. Defined
targets are as follows:
Response

1 business day

Resolve

5 business days

Requests for password resets are an exception which a rapid turn around:
Response

10 minutes

Resolve

20 minutes

3.2. Enhancement Change Request Targets and Schedules

Each Enhancement Change Request will be unique and will require analysis.
Therefore a standard target cannot be set for the fulfillment. Requests for Change
must also be reviewed to determine

if they are within the technology roadmap of the organization

priority as compared to other requests and projects
specific costs that may need to be billed back to the customer, ex., purchase
of new hardware

Once an Enhancement Change Request is scheduled to be worked, a delivery due

date will be set and communicated to the customer. On time delivery will be
measured against the promised delivery date.
Schedules of Enhancement Change Requests that have promised delivery target
dates will be produced on a regular basis and posted on the OSF web site.

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Chapter 4. RACI Chart

Obligation

Role Description

Responsible

Responsible to perform the assigned task

Accountable (only 1 person)

Accountable to make certain work is assigned and performed

Consulted

Consulted about how to perform the task appropriately

Informed

Informed about key events regarding the task

Activity

Service
Provider
Group Mgr(s)
of Service

QA Manager
Service
Provider
Group SME's

Service
Provider
Group

Service
Desk

OSF
Service
Desk Mgr

A/R

1.
1

Record Request in CRM

2.
2

Accept Request from Customer

3.
3

Determine whether this request is a request for

assistance or change.

A/R

4.
7

Prioritize SRs in the queue

A/R

5.
9

Select next SR to be worked

A/R

6.
6

Implement technical solution

Perform billing through COMIT, if needed

A/R

Verify solution with customer

A/R

7.

8.

Operations
review team

Service Request Process Overview

9.
Close case

A/R

10.

Develop checklists to be followed for Assistance

Service Requests

A/R

11.

Verify checklists are being utilized for SRs

A/R

12.

Develop task lists for SRs to be utilized by

Service Desk

A/R

13.

Deficiency Case Review

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I
A/R

Service Request Process

Chapter 5. Process Flow

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Service Request Process

Role

Step

Description

Requesting
Customer

1
1

Initiate Request
Submit information related to a Service Request to the OSF ISD
Service Desk. The request can be in person, by email or by
calling the OSF ISD Service Desk.

OSF ISD
Service Desk

The request will be logged as a Service Request regardless of

how the customer first made the request.

Is this request already covered under an existing SA supporting

a service listed under the Service Catalog? If so, process it using
standard Service Request process.
If not, use the Service Catalog Request process.

Determine if this is actually an incident, i.e., something is broken

and not working right. If this is an incident, change the case type
to Incident, and follow the incident process.

If this is an SR, determine whether this request can be handled

by the Service Desk. If so, fulfill the request.

If the request can be handled by the Service Desk, it should be

handled immediately.

Notify customer if SR is fulfilled by the Service Desk.

Update & Close the Case

Perform initial evaluation of request. This may include additional

conversations with the person making the request.

Technical
Delivery Team

10 Verify the type of request as Assistance Service Request or

Enhancement Change Request. If ASR, proceed to fulfill
request.
11 Using the appropriate service task list (if available) perform the
service requested by the customer.
12 Update case to show that work is complete and change status to
resolved.
13 Are there associated charges for this request OR does this
request impact monthly billing?

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Service Request Process

Role

Step

Description

14 Perform billing if necessary using appropriate mechanism and

provide information to the Service Desk to update the Agency
Services Database.
Service Desk

15 Verify with customer that solution meets their needs

16 Was customer satisfied? If Assistance Service Request, have
standards of service been met? Is work complete?
17 If work is incomplete, or customers needs were not met, identify
specifics within the case, change case status, and then notify
person assigned to the case and the provider group manager.
18 If appropriate, update Service Catalog Data for Customer
19 Close the case

Chapter 6. Request Priorities / Queue Management

6.1. Priorities
The default scheme for service requests will be FIFO (First In First Out) within each
case & service type unless there is a specific exception stated in process /
procedures or if indicated by the Technical Team Manager or within the SLA.
Consideration should also be given to approaching target dates. If a specific request
has a shorter than normal SLA target for completion, it may be necessary to give it a
higher priority than another request with a later target date. Judgment needs to be
exercised to complete as many requests by their target date as possible.

6.2. Work Queue Management

Weekly report of open requests and new lists will be made available to manager and
review team.
Enhancement Change Requests need to be estimated, prioritized, and scheduled
before they are fulfilled. Scheduling of ECRs shall require the approval of the
Service Provider Group Manager.
Schedules for fulfillment of Enhancement Change Requests will be published on
OSF/ISDs web sites as they are updated to provide full disclosure of work load,
schedule, and priorities.

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Service Request Process

Chapter 7. Reports and Meetings

7.1. Reports & Notices
7.1.1. Standard Fulfillment Report
Available in various levels of detail:

Time Period for Report

Provider Group
Request Category / Detail
# Assistance Service Requests
o # Completed on time
o # Not completed on time

# Requests for Change

o # Completed on time
o # Not completed on time

7.1.2. Agency Fulfillment Report

Available in various levels of detail:

Time Period for Report

Customer / Agency
Request Category / Detail
# Assistance Service Requests
o # Completed on time
o # Not completed on time

# Requests for Change

o # Completed on time
o # Not completed on time

7.1.3. Outstanding Enhancement Change Requests Report

All Enhancement Change Requests that are not in a resolved or closed status
Available in detail or summary counts by provider group / category / detail
o
o
o
o
o
o
o

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Service Provider Group

Time Period for Report
Case ID information : Name, Customer / Agency, Contact info
Request Category / Detail
Request Description
Create Date
Status

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Service Request Process

o Assignments
o Notes

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Service Request Process

7.1.4. Aging Service Requests Report

All Assistance Service Requests that are not in a resolved or closed status
and the target date <= report run date
Available in detail or summary counts by provider group / category / detail
o
o
o
o
o
o
o
o
o

Service Provider Group

Time Period for Report
Case ID information : Name, Customer / Agency, Contact info
Request Category / Detail
Request Description
Create Date
Status
Assignments
Notes

7.1.5. Deficiency Report

Provides information about the occasions when solution provided was

incomplete or incorrect.
Available in detail or summary counts by provider group / category / detail
Time Period for Report
Provider Group
Request Category / Detail
# Assistance Service Requests
Case ID information : Name, Customer / Agency, Contact info
Request Category / Detail
Request Description
Create Date
Status
Assignments
Notes
o # Enhancement Change Requests
Case ID information : Name, Customer / Agency, Contact info
Request Category / Detail
Request Description
Create Date
Status
Assignments
Notes
o
o
o
o

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Service Request Process

7.2. Meetings
7.2.1. Operations review team Meetings
Operations review team Meetings will be held regularly to review all Enhancement
Change Requests that have not been completed.
The primary focus will be on:

Brief overview of work accomplished since last meeting

Current schedule, assignments, and workload
Review & adjustment of priorities of outstanding requests
Review of expedited service requests since the last meeting

7.2.2. Process Improvement Meetings

Each month a report of deficiencies will be produced. Deficiencies occur when the
customers request was not satisfactorily fulfilled and the Service Desk changes the
status from Resolved to Working and reassigns the case for additional work.
From the report, the QA Manager will identify areas where the fulfillment process
needs to be improved. The QA Manager will set meetings with the appropriate
provider group managers to identify steps to take to improve the fulfillment process
and reduce the number of deficiencies.

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Service Request Process

Chapter 8. Service Request Policy

The Service Request process should be followed for all Requests for Change
or Assistance Service Requests for support of existing services, regardless of
whether the request is eventually managed as a project or through the Service
Request process.
Requests do not have to originate with the Service Desk to be considered.
Anyone at OSF who receives a request from a customer for services should
forward that request with as much detail as available to the OSF ISD Service
Desk.
Support for or enhancement of existing services requires a Service Request
case to be opened.
If OSF ISD already provides a service to a customer, but that customer wants
to significantly expand that service beyond the existing cost support model in
place, the request should be treated as a Service Catalog Request and
managed accordingly.
No work is to be performed on an Enhancement Change Request until
estimates have been created and the request has been prioritized by the
appropriate Review Team.

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