IT Governance Submission Form

IT Governance Submission Form

This is the intake form for all high and low impact IT investment proposals at VCU. This form enters your proposed investment into the IT Governance review process.

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

Utilized the Impact Assessment Tool to determine impact and security classification.
Completed IT Consultation step with your departmental IT Consultant (required for high impact investments).
Obtained necessary documentation from the vendor for security and accessibility review.

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

New Technology ?*

Is this a new technology system/service or is this an already existing technology that is undergoing a contract renewal?

Select or enter value

Renewal Form

Since this is a contract renewal of existing technology, please navigate here to submit using the Renewal Form.

Technology Impact

Impact*

Please select the impact level for this proposed technology investment

Select

Unsure of impact?

Use the Impact Assessment Tool to determine the impact level of your proposed solution.

If high impact, please reach out to either your departmental IT consultant or the IT Governance team before proceeding further.

Technology Solution

Technology Solution Name*

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

Description/Use*

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

Technology Category*

Please select the category that this specific technology system or service would best be classified under.

Select or enter value

Who at VCU will be using this technology system/service.*

Select all that apply.

Select or enter value

How many students will use the technology?*

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How many faculty/staff will use the technology?*

Select or enter value

How will the technology be accessed by its intended audience?*

Select or enter value

Pilot/Testing*

Has a pilot or testing been completed on this new system/service?

Select or enter value

Pilot/Testing Details

Please indicate the details of the pilot/testing: length of pilot, who tested/accessed, other solutions tested, etc.

Usage by other VCU Depts?*

Is this system/service already in use in other MBUs/departments?

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 Major Business Unit*

Select or enter value

Sub Department

Fiscal Admin Email*

Email address of fiscal administrator responsible for procuring 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 will this system/service provide?

Technology Integration

Authentication/Access*

It is recommended that all third party integrations use Single Sign-On (SSO) for authentication. Does this service provider have a Single Sign-On (SSO) option using SAML or OAUTH and will this be integrated?

Select or enter value

Multi-Factor Authentication?

Does this service provider allow for multi-factor authentication and will that be integrated?

Select or enter value

Hosting Location

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

Banner Integration*

Will this technology require an 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 will manage and maintain the technology, provide support services to customers, train customers to use, etc.? Check all that apply.

Financial Processing*

Will this technology be used to process payments or other financial transactions?

Select or enter value

Dependencies

Please list any other VCU systems or IT infrastructure this technology must integrate 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 will store/transmit.

Select or enter value

Data Classification*

Use the data classification tool to determine what data classification the data is that will be 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 would be included in this proposed technology investment?

Select or enter value

Professional Services*

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

Student Technology Fee*

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

Select or enter value

Total Cost*

Total cost of technology over life of service 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 investment be purchased in

Select or enter value

Project Start Date*

What is your proposed start date for the project/product implementation?

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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