Oculus App Acquisition Process v1.3

Oculus App Acquisition Process

V1.3

Note: Consider replicating this process for new games on Nintendo Wii, XBOX, and other platforms that do not offer enterprise grade management platforms.

  1. Business owner: Submit request through ServiceNow

    1. When submitting the ticket, use the Software Asset Management Form

      1. Indicate Oculus App in “Software” field

      2. List app name(s) and links in Business Use / Description field

  2. Software Asset Management: SAM is automatically notified via ServiceNow (email) if form is submitted by business owner. Assigns to SN Innovation Lab Assignment Group. Innovation Lab will receive an email notification that the ticket was assigned.

  3. Innovation Lab Analyst:

    1. Log into and confirm requested app(s) not already in the requestors Oculus Account Library (ex: already purchased, but not downloaded to the headset).

Open : https://dallaschildrens.sharepoint.com/:w:/r/teams/InnovationTeam/_layouts/15/Doc.aspx?sourcedoc=%7B66AF1622-6F6C-457A-B310-812B14B11443%7D&file=Checking%20if%20Oculus%20Apps%20are%20Installed%20on%20Oculus%20Device.docx&action=default&mobileredirect=true

    1. Check if IS Security Approval is already completed for requested title(s), due to past purchase.

    2. Update the AR / VR Inventory Tracker (app name, ticket #, and other required fields)

    3. Review and update SNOW ticket, filling in any missing information:

Note: If the user is missing the name of the software in the ticket, send them email and if they don’t respond for 2 weeks then close out the ticket.

      1. Business owner

      2. Oculus email

      3. Oculus headset BAT #

      4. (Anonymous) Login E-mail associated with headset BAT #

      5. Wayfind location

      6. App name

      7. App price

      8. Past Ticket # with IS Security Approval (when applicable)

        1. If IS Security has already approved the app(s) in the past, note date of IS Security Approval and previous ticket number in which apps were approved under ‘IS Security Approval’ column on App Inventory sheet.

          1. ex: XX/XX/202X; RITM_______

      9. Confirm no PII / PHI required (per organizational requirement)

  1. Innovation Lab Analyst:

    1. Assigns to Software Asset Management (SAM)

* Assign to Kelsey Southard

* Kelsey will do steps 6 and 7 and assign it back. Give her 4 business days and then follow up on the ticket.

  1. Software Asset Management:

    1. Assign ticket to IS Security for Approval, monitoring completion of IS Security Approval

  2. IS Security:

    1. If applicable, review past RA for respective app(s)

    2. Complete IS Security Approval and documents approval to install app in ticket

    3. Assign ticket to Software Assessment Management to procure the Oculus app

  3. Software Assessment Management (SAM): If Free app:

    1. Use VR Headset BAT # in Service Now ticket to look up the Oculus Account login in the AR/VR Inventory Tracker

    2. Log into respective Oculus Account and "Gets" app (name of button in store)

    3. Updates ticket and assigns back to Innovation Lab Analyst

    4. Innovation Lab Analyst coordinates time with Business Owner to install and test app on headset (typically remote support), closing the ticket when complete.

      1. Innovation Lab Analyst may choose to assign ticket to desktop support to install and test with business owner.

If Paid app: Purchases via S.A.M. Master Oculus Account and “gifts” to the Business Owner’s headset. Centralizes purchasing to single Oculus Account, and eliminates need to house gift card payment information on every Oculus headset account.

    1. SAM logs into Master Oculus Account tied to innovation@childrens.com

      1. Only Innovation Lab, SAM Designee and SAM Backup know the login

    2. SAM Purchases app using SAM Gift Card, entering PIN #

      1. (only SAM designee and backup person know the PIN)

      2. Uses BAT # in ticket to look up Business Owner headset and respective Facebook Oculus Account

      3. Sends (“Gifts”) the app to the anonymous e-mail associated with the Oculus Account (also listed in the ticket, added by Innovation Lab analyst)

    3. Assigns ticket back to the SN Innovation Lab assignment group

    4. Innovation Lab Analyst opens anonymous e-mail associated with the Oculus headset and clicks the “Gift App” redemption link. This adds the app to the respective Oculus headset library.

      1. Open the ticket in Service , click “Assign to Me”.

      2. Log into the Oculus Account using the Facebook credentials

        1. VERY IMPORTANT – SO THAT YOU REDEEM THE GIFTED APP USING THE OCULUS ACCOUNT associated with the requestor’s clinic.

      3. See here for e-mail and Oculus /Facebook logins:

        1. _VR, AR Inventory Tracker.xlsx

      4. Go to Proton.me & log in using respective clinic log in information to open the email that SAM sent the gifted app to. Or

Goto Oculus.com and log in to the respective clinic (Info is in the VR inventory document) and goto Apps & Games and find the software and click Redeem Gift.

        1. Click the link “Redeem Gift” in the e-mail or oculus account.

        2. If the it shows “Purchased”, the gift card was successfully redeemed.

        3. If it STILL shows the price app (ex: $19.99), the gift card was not redeemed.

          1. Go back to e-mail; copy the gift card code (around 16-digit numbers/letters)

          2. Then go back to the Oculus window with the app showing

          3. Click “Redeem Gift”

          4. Past the Gift Card Code and click OK

          5. The app should show “Purchased” now.

        4. Add note to IT Ticket listing the app gift codes that were redeemed, along with the Oculus / Facebook e-mail it was redeemed under.

  1. Innovation Lab Analyst coordinates with Business Owner (via email) to install and open the app (typically remote support); closing the ticket when complete.

      1. Innovation Lab Analyst may choose to assign ticket to desktop support to install and test with business owner. If customer has issues, assign the ticket to desktop support to go out and help.

      2. Clinic needs to turn on headset, look up the app that was purchased, and click “Install”

      3. After installation is complete the “Install” button changes to “Play” / “Launch” “Open”

      4. After confirming the purchased app(s) open correctly, add a note to the ticket that the apps were installed and tested.

      5. Close the ServiceNow ticket.

      6. Update the AR / VR Inventory Tracker > Apps tab; indicate the app(s) were installed

        1. On Closed/Complete column, type closed/complete

Preventing Business Owner team from installing free Oculus apps:

Temporary process: Innovation Lab Director has informed Business Owners that staff are NOT allowed to install any apps from Oculus store outside of the process above.

Potential Process (Innovation Lab tested successfully on test device; deploying and testing at PM&R clinics in Q3 and will update this process document)

  1. After approval to install, Innovation Lab Analyst adds Oculus app to PM&R’s ManageXR Department Homepage ManageXR Homepage replaces the default Oculus Store homepage and only shows apps approved by IT

Preventing Patients from installing free oculus apps:

ALL Oculus headsets are used under supervision of a Children’s employee.

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