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The Information Technology Review process is intended to assist all University employees in the acquisition and implementation of information systems, services, and technologies, such as websites, cloud applications, software, or hardware, while helping to ensure compliance with state and federal regulations as well as Board of Trustees IT Policies and system APLs.
The review process is administered by the IT Business Operations team and includes request intake processing, oversight of sub-reviews, and request fulfillment through the ticket generated by the request form.
The Information Technology Review Request Form should be completed by the sponsor or their designee, and the review completed by IT before acquiring any digital technology, applications, software, or materials (paid or free) for university programs, courses, or activities. Before starting the request form, the sponsor or their designee should have a specific technology in mind, know who will have access, and understand what type of data will be stored or processed by the technology. They should also request the product's Accessibility Conformance Report from the manufacturer.
When Needed
Completion of the form is needed once the specific product/solution is known, but prior to acquisition so that suitable reviews can be accomplished for the purposes of Information Security, Digital Accessibility, IT integration needs, or the existence of already available solutions.
This process could include the initiation of or referral to the appropriate "sub" review tasks listed below.
Detailed Information
Potential Information Technology Review Tasks (as a table)
| Review Type |
Objective |
Performed By And/Or With |
| Initial Research & Analysis |
Performs Initial Research and Analysis For 5 Areas in case further review by area leadership or SMEs is needed - Portfolio, Implementation/Operations/Support, Hardware, and Projects |
IT Business Operations |
| Portfolio Review |
If appropriate, communicates with the requestor/sponsor about any alternatives already available within the University to determine if the new technology is still needed. |
Director of Campus Technology |
| Project Review |
If initial research implies a sizeable IT effort may be needed, review findings and decide if the effort requires project management and/or a Solutions Analyst. |
IT Project Management Office |
| Accessibility Review |
Investigates whether the solution poses any barriers to persons with disabilities, and if so, how they can be addressed. |
IT Accessibility, ADA Office, and University Counsel |
| Information Security Review |
Based on the type and amount of data, it determines if further vetting of the third party is needed, and determines if there is a need for a safeguarding agreement (sometimes referred to as a Rider C). |
IT Information Security Team |
| Implementation Review |
Explores if IT staff resources might be required for implementation and the ongoing use of the solution. |
IT Business Operations Team with IT SDS and other IT Technical Review Team members as needed |
| Hardware Review |
Assesses if the technology will fit within current UMS:IT hardware standards and/or systems. |
IT Hardware Standards Team (or Director of Campus Technology if non-end-user technology) |
| Technology Review Summary |
Summarizes all of the reviews performed, including recommendations and next steps. This summary is sent to the person who completed the review request, plus the appropriate Director of Campus Technology, and should be attached to the requisition in MarketPlace. |
IT Business Operations Team |
During the review process, your Director of Campus Technology will be kept informed about the various reviews and can be a resource if you have questions or concerns that do not seem to be getting addressed. Directors are listed below.
UMA - Tanner Kelleter (Director of Campus Technology)
UMF - Matt Jacobson (Director of Campus Technology)
UMFK - Robert Nalesnik (Interim Director of Campus Technology)
UMPI - John Furst (Director of Campus Technology)
UMaine/UMM - Tom Drake (Director of Campus Technology)
USM - Kim Tran (Campus IT Officer)
UMS - Kim Tran (Campus IT Officer)
300 Fore Street - Matt Jacobson (Interim Director of Campus Technology)
START A REQUEST