Business Analyst - Novalink Solutions LLC

Under the general direction of the Business Office Manager, Bureau of Information Technology

Services (BITS), Division of Enterprise Services (DES), this individual functions as the subject

matter expert on information technology software licensing and asset management.

The primary focus of the IS Technical Services Specialist, Business Analyst Consultant IV role is

software asset management and purchasing procedures including quotes, purchasing, license

tracking, and compliance. This position will have a strong customer service focus, work with

minimal supervision, frequently assist others in their areas of expertise, work on multiple

projects, and prepare management reports. Interaction with staff and personnel from all

organizational levels and areas of expertise from within and outside of DHS is an essential

component of this position.

The IS Technical Services Specialist, Business Analyst Consultant IV functions as a backup for the

Hardware Asset Specialist and Business Office Coordinator roles. This includes assisting with

the development of the annual PC replacement plan, hardware inventory and tracking, and

hardware purchasing, purchasing, invoicing, receipting and deployment.

WORK DUTY:

A. Business Analysis Support:

Provide department-wide software license management and purchasing services.

Review and discuss software needs with BITS and customers. Coordinate software

purchases with BITS Business Office on behalf of DHS.

Monitor requests applicable to licensed software products and communicate status of

availability or need for user purchase.

Coordinate purchase completion and associated information processing and updating

with appropriate BITS staff.

Monitor timely receipt, inventory and deployment of software.

Interact with customers to determine necessary specifications in preparation for

obtaining vendor and manufacturer product quotes. Upon receipt and review of

quotes, use the information to recommend best purchase option(s) to customers.

Monitor software purchasing activities, resolve issues as they occur, and provide

guidance as to implications for not procuring within the scheduled timeframe.

Assist in the development of the organization's software asset management program,

workflows, and roadmap.

Review, analyze, and understand software End User License Agreements (EULAs).

Coordinate and submit software licensing purchase requests.

Document and maintain the BITS software asset management program, workflows, and

roadmap.

Interact with divisional fiscal liaisons in the development customer software licensing

charge back reports.

Provide software licensing services in compliance with DOA and DHS contracts, policies

and procedural guidelines:

Assure customer adherence to licensing policies and use, including appropriate

communications and guidelines.

Advise management of questionable use of software and provide solutions for

resolution of associated issues.

Provide appropriate guidance to users regarding software licensing and use.

Manage DHS licensing databases software inventories including Microsoft, Tableau,

IBM, Adobe, as well as others as assigned.

Conduct periodic software licensing audits to ensure compliance with license terms.

Upgrade inventory systems and workflow to take advantage of new technology

solutions, such as Cherwell and Software Asset Management tools (SNOW), as

available.

Function as a liaison between software manufacturers and customers to clarify

licensing issues.

Monitor DHS software maintenance agreements to ensure timely processing of

renewals to prevent unsupported exposure and reinstatement fees.

C. Facilitate development of annual software purchase budget in collaboration with the IT

Business Manager, BPC, and customers:

Proactively review software renewal requirements.

Identify software licensing and maintenance purchasing requirements.

Work with vendors to gather quotes for license purchases, maintenance, and renewals.

Classify software purchases for direct charge and device/user rate calculation.

Provide input to IT Business Manager on device rate impacts for software purchases.

D. Perform as a backup for the Hardware Asset Specialist and Business Office Coordinator

roles.

Assist with the development of the annual PC replacement plan.

Assist with the maintenance and management of IT hardware asset data in multiple

systems, including DHS’ IT Service Management System (Cherwell) and DHS desktop

management system (Ivanti).

Assist with the development and implementation of IT hardware asset management

standards, plans and procedures.

Assist with the annual IT hardware asset inventory process, device count calculations

and IT hardware asset disposal.

Assist with IT hardware and software purchasing invoicing, receipt, and deployment.

Assist with general purchases including software, hardware, peripherals, and general

office supplies.

Requirements

Top Skills & Years of Experience:

2-5 years of experience is required in the following areas:

     1) Inventory Management: Proven experience tracking and managing software and hardware assets.

     2) Proficiency in IT Asset Management (ITAM) Software: Experience with tools like ServiceNow, Snow, or SAM tools.

     3) Software License Management: Experience working with software licensing agreements and compliance.

     4) Vendor Management: Experience working with software vendors, negotiating contracts and purchasing.

     5) Customer Service: Proven experience in a customer service role.

Nice to have skills:

  1.) Certifications: ITIL, CSAM, IAITAM, or other relevant certifications.

  2.) Knowledge of ITIL Framework: Familiarity with IT Infrastructure Library (ITIL) principles.

  3.) Experience Purchasing Role(s): Experience in a purchasing or finance role as related to procurements.

Skill Required / Desired Amount of Experience Proven work experience with enterprise data governance Required 3 Years Proven work experience with the OneTrust platform (Data Mapping, Data Discovery, Data Catalog, Assessments) Required 2 Years Proven work experience creating documentation for internal and external audiences, technical and business audiences Required 3 Years Proven work experience supporting the creation and presentation of knowledge and training Required 3 Years