IT Governance Renewal Form

IT Governance

Renewal Form

This is the intake form for those who are submitting technology contract renewals/renegotiations to the IT Governance review process.

All IT investments at VCU must be re-reviewed by IT Governance during the contract renegotiation/renewal process (generally on the 3-5 year contract cycle).

Prior to submitting this form, it is recommended that you have already completed the following steps in the IT Governance process:

Utilized the Impact Assessment Tool to determine impact and security classification of your existing investment.
Obtained necessary updated documentation from the vendor for an updated security and accessibility review. Reach out to your IT Consultant for assistance with this if needed.

For questions or concerns, please email itgov@vcu.edu or visit the IT Governance website for more detailed information.

Technology Impact

Use the Impact Assessment Tool to determine the impact level of your proposed solution and select "High" or "Low" above to complete the renewal form.

For assistance please reach out to either your departmental IT consultant or the IT Governance team before proceeding further.

Impact*

Please select the impact level for this technology investment renewal.

Select

Technology Solution

Technology Solution Name*

Name of technology solution/product (official product name).

Description/Use*

Provide a description of the purpose or use of the technology or service at VCU, what teaching, research, operational or business processes it supports, etc.

Who at VCU uses this technology system/service?*

Select all that apply.

Select or enter value

How many students use the technology?*

Select or enter value

How many faculty/staff use the technology?*

Select or enter value

How is the technology accessed by its intended audience?*

Select or enter value

Usage by other VCU Depts?*

Is this investment in use at other departments at VCU?

Select or enter value

MBUs/Departments

Please indicate any known MBUs/departments that are using this system/service at VCU:

Contact Information

Sponsor Name*

Name of person responsible for this technology investment

Sponsor Email*

VCU or VCU Health System email address

Sponsor Department*

Select or enter value

Sub Department

Fiscal Admin Email*

Email address of fiscal administrator responsible for processing the renewal of this investment.

IT Application Owner Name*

Name of IT system administrator responsible for implementing, managing user access, maintaining and supporting application/service and managing in University application inventory.

IT Application Owner Email*

Vendor Name*

Name of vendor supplying this system/service.

Vendor Contact Person

Primary point of contact of vendor supplying this system/service.

Vendor Email Address*

Email for vendor contact person.

Vendor/Product Website

Website for vendor/technology product.

Benefits/Desired Outcomes

Which VCU or VCU Health System goals does this system/service support?*

Refer to Quest 2028: One VCU Together We Transform

Select or enter value

Benefits/Desired Outcomes*

What benefits/desired outcomes does this system/service provide?

Technology Integration

Authentication/Access*

Does this system currently use a Single Sign-On (SSO) option using SAML or OAUTH for authentication?

Select or enter value

Multi-Factor Authentication?

Does this system use multi-factor authentication?

Select or enter value

Hosting Location*

Where is this technology (and the data it is transmitting/storing) hosted?

Cloud (managed by vendor in the cloud as a SaaS)
Hybrid (partially by the vendor in the cloud, partially hosted on premises in University Data Center)
On Premises (managed locally at University Data Center)

Select or enter value

Banner Integration*

Will this technology require a new integration with Banner?

Select or enter value

Canvas Integration*

Are there plans to integrate this technology with Canvas? If so, a Canvas 3rd Party Tools request must be submitted as part of the Governance review.

Select or enter value

Email Integration*

Will this technology need to be configured to send email using the @vcu.edu domain?

Select or enter value

AI Integration*

Is this technology utilizing Artificial Intelligence (AI)? AI technology includes capabilities such as machine learning, natural language processing, expert systems, speech recognition and more.

Select

Technology Support*

Identify who manages and maintains the technology, provides support services to customers, train customers to use, etc.? Check all that apply.

Financial Processing*

Is this technology used to process payments or other financial transactions?

Select or enter value

Dependencies

Please list any other VCU systems or IT infrastructure this technology integrates with Examples include but are not limited to:

Integration with other system to pull data
Domain name on the *vcu.edu domain
Changes to VCU network to allow integration

Data Security

The VCU Data Classification Standard provides the classification requirements of all data generated, processed, stored, transmitted, or used by all VCU faculty, staff, contractors, and third party business partners on behalf of VCU.

VCU data classification levels include:

Category I (Confidential and Regulated)
Category II (Sensitive)
Category III (Public) information.

Data Types*

Please select all data types that this technology stores/transmits.

Select or enter value

Data Classification*

Use the data classification tool to determine what data classification the data is that is stored/transmitted/processed in this solution/service.

Select or enter value

Technology Costs

Technology contracts oftentimes include hardware, software and professional services costs.

Technology Costs*

Indicate what types of costs for services and technology is included in this technology investment renewal?

Select or enter value

Professional Services*

Who is the vendor/consultant that will be providing professional services for this investment renewal?

Student Technology Fee*

Are student tech fee funds being used to fund this renewal and/or are students charged to use this solution?

Select or enter value

Total Cost*

Total cost of technology over life of renewal contract. Contracts generally range 3-5 years. Total cost would include all costs for service (hardware, software, services, licensing, staffing, etc.).

Fiscal Year*

What fiscal year will this renewal be processed in

Select or enter value

Additional Notes or Comments

Please use this space for any additional notes, comments or information you would like to provide with this proposal.

File Upload

Please upload:

Required security documentation (see Impact Assessment Tool for more guidance)
The Voluntary Product Assessment Template or other Accessibility Documentation provided by the vendor.

File Upload

Drag and drop files here or

Send me a copy of my responses

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