IT Standard: Information and Communication Technology (ICT) Decisions

1. ICT Process Liaison (ITS)
2. Campus Section 508/ICT Compliance Officer (ITS)
3. Campus Information Security Officer (ITS)
4. VP/CIO or Designee (ITS)
5. University Technology Governance Council (UTGC)
6. Department/Requester/Admin Support
7. Campus IT Coordinator (Local IT Support)
8. Information Security Coordinator (College/Division)
9. Contracts and Procurement Buyer (AFD)
10. Vendor/Contractor/Developer
11. Disability Resource Center (Student Affairs)
12. Human Resources/Office of Equal Opportunity
13. Accessible Technology Specialist (CTLT)

ICT Process Liaison (ITS)

• Serves as campus contact to answer questions regarding the ICT review process
• Ensures that ICT checklists and related documentation, reviews and approvals are complete
• Reviews and approves ICT products/services for compliance with campus technical standards
• Documents findings and requests clarification or additional information as needed
• Escalates issues and concerns to the VP/CIO or designee for resolution as needed
• Coordinates periodic reviews, updates and changes to the ICT review standards and practices
• Maintains the ICT review database and coordinates campus reporting
• Coordinates campus communication/outreach/training on the overall ICT review process
• Serves as ICT review consultant/expert in competitive bid processes, e.g., RFP development
• Serves as backup to the Section 508 Campus ICT Compliance Officer

Campus Section 508/ICT Compliance Officer (ITS)

• Serves as point of contact to answer accessibility related questions throughout the process
• Reviews and approves ICT products/services for compliance with Section 508 requirements
• Evaluates Vendor-provided accessibility compliance documentation, e.g., VPAT, and requests clarifications or additional information as needed
• Documents findings, grants exceptions, and requests additional documentation as needed
• Escalates issues and concerns to the VP/CIO or designee for resolution as needed
• Develops and maintains accessibility related forms and related process documentation
• Reviews and approves Equally Effective Alternative Access Plans (EEAAP)
• Ensures that all ATI-related documents have the required approvals
• Consults with buyers to develop accessibility language for incorporation into bids and contracts
• Coordinates campus communication/outreach/training on accessibility reviews

Campus Information Security Office (ITS)

• Serves as point of contact to answer information security related questions during the process
• Establishes criteria for reviewing ICT products/services for information security compliance
• Reviews ICT Checklist and related security documentation, including exception requests, and notes findings, raises questions or concerns, and makes recommendations where applicable
• Develops and maintains information security forms and related process documentation
• Consults with requester/others regarding campus information security requirements
• Consults with buyers to develop security language for incorporation into bids and contracts
• Coordinates campus communication/outreach/training on information security reviews

VP/CIO or Designee (ITS)

• Provides management oversight of the ICT review policy and related standards and practices
• Presents ICT projects and initiatives requiring ITS resources to UTGC for review and approval
• Facilitates executive level discussions regarding technology decisions
• Serves as escalation point to resolve conflicts or concerns raised during the review process, e.g., impact on ITS/other resources, consistency with established priorities/initiatives, etc.
• Reviews and approves exception requests to this and other IT policies and standards
• Reviews and approves ICT decisions submitted by ITS management

University Technology Governance Council (UTGC)

• Reviews proposed ICT projects and initiatives for alignment with and potential impact on university resources, optimal use of campus IT resources, and opportunities for leveraging technology across campus
• Establishes priorities for ICT projects and initiatives involving ITS/campus resources
• Recommends changes to related policies, standards and practices

Department/Requester/Admin Support

• Establishes functional requirements for the ICT product/service being acquired
• Conducts market research and identifies the ICT product/service that best meets needs
• Selects the most accessible product available that meets the functional requirements
• Consults with management, local/central IT and other affected campus entities regarding potential impact and fit with existing priorities, e.g. Unit/Division Roadmap, etc.
• Obtains accessibility documentation from the vendor if available
• Obtains security compliance documentation from vendor if applicable; works with local IT and Information Security (IS) coordinators to review for accuracy/completeness; otherwise, consults with ISO as needed
• Obtains and records departmental approvals, e.g., IT/IS Coordinators, management
• Submits completed ICT Checklist and related documentation
• Consults with ICT reviewers as needed to provide clarifications or additional information
• Develops and implements mitigating security controls and accessibility accommodation plans for non-compliant products/services, e.g., Security Exception Requests, EEAAP, etc.
• Works with SBSS to submit appropriate purchasing documentation
• Works with vendors to update compliance documentation as needed

Campus IT Coordinator (Local IT Support)

• Provides technical expertise and assistance with the planning, purchase and deployment of ICT
• Assists department/requester in developing functional and technical requirements
• Assists department/requester in conducting and evaluating market research
• Assists department/requester in evaluating/testing the selected product/service for compliance with CSU/campus requirements, e.g., accessibility, security, etc.
• Helps determine if a product or service requires ITS or other campus support and facilitates discussions with those units to assess potential impact
• Evaluates Vendor documentation for completeness and accuracy and notes any compliance variances or other concerns prior to submitting it for ICT review
• Consults with ITS, OCIO, ISO or others as needed
• Submits requests for related enterprise IT services, e.g., authentication, app data, DNS, etc.

Information Security Coordinator (Division/College)

• Provides management oversight of ICT purchases from an information security perspective
• Ensures completion and submission of security related documentation as needed

Contracts and Procurement Buyer (AFD)

• Reviews ICT purchases to ensure all procurement requirements have been met
• Reviews contract language, including terms and conditions, general provisions, scope of work, insurance, sole source, etc.
• Reviews requisitions and statements to determine if a product or service is considered ICT; if yes, directs requesters to complete the ICT review process
• Ensures that ICT review requirements are incorporated into competitive bid process, e.g., RFPs
• Completes all authorized purchases of ICT products and services
• Maintains records and documentation of procured ICT products/services
• Establishes contracts with third-party consultants to perform conformance testing
• Coordinates campus communication/outreach/training on related purchasing processes

Vendor/Contractor/Developer

• Provides or completes required documentation to facilitate completion of campus reviews
• Provides sample of product or services for testing or demonstration of compliance as needed
• Works with the campus to mitigate identified technical and compliance issues and concerns

Disability Resource Center (Student Affairs)

• Provides expert guidance on accommodations and assistive technologies to provide students with disabilities with equal access to university programs and services
• Provides expertise as a consultant in identifying potential issues that result from the interaction between the product/service and individual user, including testing for accessibility compliance
• Assists departments/requesters in preparing Equally Effective Alternate Access Plan (EEAAP)

Human Resources/Office of Equal Opportunity

• Provides expert guidance on accommodations and assistive technologies to provide employees with disabilities with equal access to university programs and services
• Assists departments/requesters in preparing Equally Effective Alternate Access Plan (EEAAP)

Accessible Technology Specialist (CTLT)

• Provides expertise as a consultant in identifying potential issues that result from the interaction between the product/service and individual user, including testing for accessibility compliance
• Facilitates use of available tools for testing products and services for accessibility compliance

 

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