The Work Process

Onboarding

The onboarding process for state government contractors is designed to ensure compliance with state policies, facilitate smooth integration, and set expectations for successful project or scope execution. Below is a general overview of the steps involved:

• Background check: OTS contractors are required to complete a background check.
• H-ID: OTS contractors are issued an H-ID after completion of background check, this will enable the contractor to access LaGov Successfactors to complete mandatory training.
• Training: OTS contractors must complete mandatory training such as cybersecurity awareness, CIJIS or other training depending on the nature of the work and data access involved.
• User account and email account creation: OTS contractors will be issued a SWE account and an la.gov email upon completion of training.
• Laptop configuration: This will include designated agency Imaging, VPN access, software installed that is needed to perform job duties.
• Access to work related portals, links per job and agency: OTS contractors receive access to necessary state systems, platforms, or facilities

Vendor Invoice Portal

The OTS Invoice Portal is the centralized platform used by vendors to submit invoices electronically to the Office of Technology Services (OTS) for payment processing. The portal replaces email-based submissions, ensuring transparency throughout the invoicing process.

Through the portal, vendors can upload invoices, attach all required supporting documentation, monitor payment status in real time, and payment details. Once submitted, the OTS Invoicing Team audits each invoice for compliance with purchase order terms, verifies supporting documentation, and submits approved invoices to the Office of Finance and Support Services (OFSS) for payment. The portal provides real-time visibility for both vendors and OTS.

High Level Vendor Portal Process

Access and Registration

• Vendors access the portal at https://vendor.otsinvoicing.la.gov and register using the supplier number from the approved purchase order.
• The vendor representative activates the account through the registration email link.
• OTS Finance (FDM) reviews and authorizes the vendor’s access request.

Invoice Submission

• Once approved, vendors can upload invoices, and all required supporting documentation directly through the portal.
• If an invoice is rejected for correction, vendors may resubmit the revised invoice through the same portal once updates are completed.

Monitoring and Payment Details

• Vendors can monitor the status of submitted invoices, including pending approvals, rejections, or payments.
• The portal provides access to payment details, including processing dates and payment references.

High Level Invoicing Team Process

Receive Invoice

• The Invoicing Team receives the invoice in their queue when a vendor uploads it to the portal.

Required Approvals (If Applicable)

• Certain invoices may require internal approval before moving forward in the process. These approvals are obtained and documented in the workflow.

Audit for Accuracy

• Invoices are audited to ensure they align with both the quote and the purchase order.
• All required supporting documentation is reviewed for completeness and compliance.

Approve or Reject

• If the invoice is accurate, receiving is confirmed in LaGov and the invoice is uploaded into LaGov ECC and routed to OFSS for payment processing.
• If the invoice is inaccurate or incomplete, it is rejected back to the vendor for correction and resubmission.

OTS Connect Billing Portal

The OTS Connect Billing Portal serves as the billing platform that allows state agencies and entities to access, review, and manage invoices for OTS Technology Services and Production Support Services (PSS). The portal replaces the email-based distribution process by consolidating all billing activity into one location.

Through OTS Connect, agencies can view and download invoices, access supporting documentation, review Staff Augmentation contracts, monitor outstanding balances, and submit disputes or help requests directly within the portal. The OTS Finance Team manages the Security Administrator access and coordinates the resolution of billing inquiries and disputes. OTS Connect provides transparency and streamlines billing communication.

High-Level Customer Agencies / Entities Process

Role Assignment

• Each agency assigns and notifies OTS Finance of its designated Primary Security Administrator and, if applicable, a Secondary Security Administrator (optional but recommended).

Account Creation by OTS Finance

• OTS Finance establishes access for the designated Security Administrator(s) within the OTS Connect Billing Portal.
• Once access is granted, Security Administrators assume responsibility for managing agency-level user accounts.

Security Administrator Account Access Request

• The Security Administrator enters a New User Request in the OTS Connect for each designated Portal User.
• Each agency must have at least one Portal User assigned to access billing information.

Account Setup

• SWE Account (AD Users): The Security Administrator adds the user to the OTS Connect group in IAM.
• MyLa Account (Non-AD Users): The user completes the Sign-Up process after the Security Administrator initiates the request.

Activate/Deactivate Access

• The Security Administrator activates user accounts and notifies Portal Users once access is ready.
• The Security Administrator is responsible for authorizing, maintaining, and deactivating user access, and ensuring proper role assignments for the agency.

Compliance and Monitoring

• Security Administrators must develop and maintain internal procedures to manage security functions.
• Regular audits should be conducted to review users and ensure timely deactivation.

Portal Functionality

Once access is established, the agency Portal Users can:

• Portal Users log in at https://connect.ots.la.gov
• View and download OTS Technology Services and PSS invoices.
• Access invoice supporting documentation and historical billing records.
• Review Staff Augmentation contracts and related service details.
• Monitor outstanding balances and conduct trend and cost analyses.
• Submit help requests and disputes directly through the portal’s built-in tools.
• Receive automated email notifications regarding new invoices, disputes, and updates.

High-Level OTS Finance Team

Application Ownership

• OTS Finance serves as the owner of the OTS Connect Billing Portal.
• Oversee configuration management, system enhancements, and coordination with technical support to ensure continuous portal availability.

Security Administration

• Functions as the central security administrator, managing access for internal OTS personnel and overseeing agency Security Administrators.
• Authorizes access requests, enforces role-based permissions, and ensures compliance with security standards and policies.

Invoice Accessibility

• Post monthly billing data for Technology Services and Production Support Services (PSS) within the portal.

Help Request and Dispute Support

• Manage agencies help requests and disputes submitted through the portal.
• Coordinates with Agency Relationship Managers (ARMs) and Line of Service Owners to research and resolve billing inquiries or discrepancies.

Portal Functionality OTS Finance Access

• OTS Finance staff have enhanced portal access to:
• Manage agency user roles and Security Administrator assignments
• Assign, track, and close help requests and disputes submitted by agencies.
• Generate reports on billing activity, trends, and payment status for management oversight.

Vendor Relations

A Project Manager deals with vendors by ensuring that their work aligns with project goals, timelines, and quality standards. This involves setting clear expectations through contracts or statements of work, maintaining consistent communication to track progress, and addressing any issues that arise promptly. The PM monitors vendor performance using agreed-upon metrics, ensures timely delivery of services or products, and fosters a professional relationship that supports collaboration and accountability throughout the project.

Resource Work Habits

• Monitoring resource performance or behavior due to concerns that may require coaching or a performance review, with potential impact on delivery timelines or quality.

Vendor Recurring Meeting

• Recurring vendor meetings to align on deliverables, timelines, and issues—crucial for maintaining accountability and strong working relationships.

Invoice Problems or Resource Issues

• Billing issues with vendors, including delays or discrepancies in hours, rates, or resource allocation, requiring coordination with finance and vendor teams for resolution.

TORFR or Contract Cancelation

• Task Order for Response (TORFR) termination or withdrawal due to budget shifts, priority changes, or performance issues, requiring proper documentation and coordination with vendors.

Interviews

• Interviews underway to backfill roles or expand the team, with focus on both technical skills and cultural fit.