Objective:
- Ensures data security and compliance when working with external vendors.
- Applies to all software/hardware purchases, downloads, installations, or agreements
involving data transmission or storage.
Initiating a Request
- Access the IT and Data Use Review located in AU’s service portal.
- Select:
-
- New for first-time requests. All requests are considered NEW if this is the first time
going through this review process.
- Renewal with/without changes for subsequent reviews.
- Complete the questionnaire and upload:
-
- Vendor quote
- Privacy policy URL
- Data Security Addendum (if applicable)
- Cybersecurity insurance (if applicable)
- Supporting documents (e.g., SOC 2, HECVAT, RAAR-e Triage)
- Submit request
Review Workflow and Timelines
| Step |
Description |
Estimated Time |
| Step 1 |
IT Business Office Review |
7 days |
| Step 2 |
Customer Consultation |
14 days |
| Step 3 |
IT Review (Cybersecurity + Architecture) |
14 days |
| Step 4 |
Privacy Review |
14 days |
| Step 5 |
Architecture Review Board |
14 days |
| Step 6 |
Legal Review |
7 days |
| Step 7 |
Approved Software Review |
3 days |
| Step 8 |
Final Approval and Notification |
3 days |
Detailed Review Criteria
IT Business Office/Customer Consultation
- Cost – if over $500K, will require USG Business Case (modified or full)
- Consult with customer on additional information needed to complete technical review.
Consultation could involve Vendor, Project Management Office and Technical Directors.
IT Review
Cybersecurity (GRC) Review
- Data protection methods
- Network connectivity and SSO capability
- Data storage and access
- Data usage and recovery plans
Enterprise Architecture Review
- Duplication of existing software
- Hosting type (cloud or on-premises)
- Infrastructure and integration needs
- Security and compliance with AU standards
Architecture Review Board (ARB)
Purpose: Governing body that ensures the ecosystem architecture aligns with AU’s technology
strategy and standards.
Process:
- Weekly meetings
- Presentation of findings and recommendations
- Discussion of exceptions and unresolved issues
Legal & Compliance Considerations
USG Business Procedures Manual Highlights:
- Technology procurements must follow BPM and USG IT Handbook.
- Contracts must ensure data protection aligned with risk levels (None, Low, Moderate,
High).
- Cyber insurance and compliance documentation may be required.
- Annual contract compliance reviews are mandatory.
Final Steps
Once approved:
- Software is added to the approved list.
- Documentation is provided for purchase requisition or PCARD use.
- Attach pdf received from ServiceNow along with any other purchasing documents to requisition
created in PeopleSoft Financials.
