General Info

Please click on one of the following links to jump directly to a topic:

Background

How to participate in the GTA ITSMS

Hiring Lifecycle / Process

Hiring Checklist

Sample Job Description Matrix

State Expense Reimbursement Policy

Supplier Rates Policy

State Holidays

Sole Source Process

State Gift Policy for Agencies

Background

The Georgia Technology Authority has contracted with COMSYS to provide to State of Georgia Agencies a web-based Vendor Management Solution, the GTA IT Staffing Management System (ITSMS). The purpose of this system is to facilitate:

Technology Supplier and Contractor registration
Posting of Agency job requirements
Supplier submittal of qualified candidates and bids for posted agency job requirements
Submittal review and analysis
Management of acceptance process
IT Contractor timesheet collection and approval
Consolidated Agency invoicing and IT Contractor payment
Evaluation of Supplier performance

COMSYS is the vendor manager. Georgia State Agencies work directly with COMSYS staff to define and post job requirements, produce and approve invoices and process agency payments. Approved suppliers work directly with COMSYS staff to fulfill job requests, manage timesheets, and process payments.

How to participate in the GTA ITSMS

Any Georgia governmental agency or organization may apply. Please call John Stouder at COMSYS at (770)373-2203 or email him by clicking the following link: Email COMSYS

Agency Agreements

The following text describes the approved agreements related to State of Georgia ITSMS. To view or download an agreement, double-click on the red text. Agencies joining the ITSMS program are required to complete and return two original copies of the Agency Service Agreement and Agency Service Agreement Schedule 2 to John Stouder, COMSYS, 400 Interstate North Parkway, Suite 860, Atlanta GA 30339.

GTA000009 – Master agreement between GTA and COMSYS describing the nature of ITSMS services and considerations
Agency Service Agreement – Addendum to GTA000009 providing the terms of agreement for individual agencies and COMSYS. This agreement must be entered into by all agencies desiring to utilize ITSMS services.
Agency Service Agreement Schedule 1 – Consolidated Agency invoice format
Agency Service Agreement Schedule 2 – Description of Agency specific supplemental terms and conditions (e.g. training, reporting requirements, special payment options for suppliers…)
Supplier Agreement – Pursuant to above agreements, this agreement provides the terms and conditions for supplier ITSMS participation

Please note COMSYS has made provisions for ITSMS to address Agency specific requirements in the Agency Service Agreement Schedule 2 document.

At your convenience, COMSYS will be glad to walk-through the ITSMS agreements with your agency staff. Please email JStouder@COMSYS.Com to set up a meeting or address any questions you have.

Hiring Lifecycle / Process

The ITSMS staffing process begins with Agency hiring managers entering a job request. The approved job request is automatically sent to COMSYS. The job request is reviewed and then released to the agencies preferred suppliers. The suppliers can then submit candidates for the job request and competitively review and bid contractor rates. COMSYS then short lists the submitted candidates based on the best rates and qualifications for the hiring manager's review. The hiring manager then schedules interviews and hires the contractor of their choice. Hired contractors submit timesheets which are approved by designated agency time sheet approvers. COMSYS submits a consolidated agency invoice which is approved by designated agency invoice approvers. The agency then remits a consolidated payment for contractor services rendered and approved to COMSYS. Finally, COMSYS remits payment to individual suppliers.

Hiring Lifecycle

Agency Staffing Process Overview

Agency staffing includes all processes involved with creating and fulfilling a job request. Agency hiring managers create and revise job requests, interview candidates and hire candidates. Designated agency managers approve the newly created job requests. COMSYS releases the approved job requests to the suppliers. Suppliers then submit candidates for the job requests during the specified submittal time-frame. COMSYS creates a short list of the best qualified and priced candidates for agency hiring managers to review. Agency hiring managers schedule candidate interviews and hire candidates. COMSYS then closes the fulfilled job request and sends agency hiring managers and suppliers a "Hire Confirmation Notice."

Hiring Checklist

The following file is a job request entry checklist to aid in creating your initial job requests. To get to the job request entry page on the ITSMS system, click on 'Hiring', click on 'Jobs', scroll down to the bottom of the page and click on 'Add'. To open the checklist document, click on the link below:

ITSMS Hiring Checklist doc

State Expense Reimbursement Policy

Contractors must enter expenses into the ITSMS system on a daily basis in the expense section of the timesheet. When a expense page is full, click on update and a new blank page will be presented.
Contractors entering mileage expenses into the system must add a line stating the amount of miles driven as well as the destination. The State reimburses mileage at a rate of $0.485/mile effective September 10th, 2005. The previous rate was $0.28/mile ending on September 9th, 2005.
Except for meal expenses, Contractors must fax copies of all other permitted expense receipts to 770-257-1049 as soon as possible so that COMSYS can verify the charges.
For permitted meal expenses, Contractors need only to enter the incurred expenses into the system. No receipts are necessary. The following are the maximum reimbursable amounts for meals:

breakfast $6.00
lunch $7.00
dinner $15.00

Contractors entering expenses into the ITSMS system enables their suppliers to be reimbursed for expenses by State Agencies. Contractors must still follow their supplier’s expense policy in order to receive reimbursement for his/her expenses from their supplier.

Sample Job Description Matrix

The sample job description matrix provides general descriptions of high-level IT job classifications, job names, skills and relevant technologies. This information may be used as resource for hiring managers entering detailed job request descriptions.

ITSMS Job Description Matrix

Sole Source Process

In a Sole Source situation, the Hiring Manager is to complete the Sole Source Justification Form and email to JOBS@ITSMS.COM.

COMSYS will review the Sole Source Justification form for completeness, and ensure it matches the Job Description and Required Skills sections of the electronic posting for the position in the ITSMS system.
When the job has been fully approved by the Agency and appears in the Approved folder, COMSYS will forward, via email, the request to the Contract Administrator for the ITSMS contract at GTA.
GTA will approve or disapprove the Sole Source request via email.
The GTA email approving or disapproving the Sole Source request will be copied into the Other Comments field of the job for future reference and emailed to the Hiring Manager initializing the request.
If approved, COMSYS will post the job to the supplier.
If the request for a Sole Source is disapproved, the job will be moved to the Withdrawn folder in the ITSMS system.

An alternative Sole Source Justification Form which is more suitable to a manual process can be found here. This form can be used in place of the electronic form mentioned above and may be hand delivered or faxed to processing and approving parties.

State Gift Policy

The officers and employees of State agencies are independently obligated to comply with governing laws, executive orders, rules and regulations governing the receipt of such gifts from any supplier / vendor or lobbyist.

The Governor's office maintains a web site that contains information on the ethics of accepting and procedures for reporting gifts. An excerpt is provided below for your information, but please refer to Ethics.Georgia.Gov for complete details.

Gift Reporting Excerpt from the Governor's Ethics Web Site