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Clemson Computing and Information Technology

CheckIT

Overview

CheckIT is a new process that applies to faculty and staff at Clemson University to streamline obtaining technology-related solutions and support University information technology (IT) standards. Anyone purchasing, requesting or using free versions of anything technology-related must complete this new CheckIT process. This new checkpoint process ensures that all technology solutions are appropriately evaluated against risks that may be presented to the University, including procurement, security and privacy, accessibility, integration to other Clemson systems and data and support needs.

The Process

Much like the TSA process at the airport, CheckIT ensures that IT Governance has the chance to identify whether technology (including software, equipment, or cloud services) meets accepted standards on campus and complies with policy requirements before use. And, just like the TSA Pre-Check process, many simpler requests are eligible for our FastTrack review and receive an expedited approval if the request meets certain criteria. We understand that many requests are low impact and low risk to the environment and want to ensure a review process that is as timely as possible so that requestors can begin using their solutions. All other solutions will follow our FullTrack review process, which may take additional time to complete depending on the scope, cost, complexity and risk profile of the request.

Once your request is submitted through the CheckIT form, our IT Governance Customer Success Manager will contact you personally to support you one-on-one and keep you up to date on the status of your request. This form takes less than 5-10 minutes to complete.

FastTrack

FastTrack eligible requests include those that meet ALL of the following criteria:

  • Total Cost < $10,000
  • No integrations with other University system, network or data
  • Public or internal use data (no protected data elements)
  • Less than 100 total solution users
  • No IT support required (self-supported)

CheckIT Process explained in boxes with arrows, starting with a technology-related request to complete CheckIT form to get approved for use and receive follow-up from IT Customer Success Manager.

Getting Started

The process requires completing the CheckIT form in its entirety. This should take no more than 5-10 minutes and you will have your next steps upon completion. To access the CheckIT form, you must enter your Clemson credentials.

Access the CheckIT Form

Questions?

Review the Frequently Asked Questions below for answers to some of the more common questions. If you have further questions not addressed here, reach out to the ITG Customer Success Manager at itgov@clemson.edu

Frequently Asked Questions

  • I’ve never heard of this before. Why do I need to submit a CheckIT form?

    CheckIT is a redesigned process required by the University’s new Information Technology Governance Policy and is designed to centralize the acquisition of all technology and technology-related items into a single workflow to minimize risk to individuals and the institution, and to increase the visibility and transparency of IT solutions across campus. This new process is similar to the current process of obtaining pre-approval for travel in Concur or submitting a P-Card form associated with a purchase. It is not intended to be a cumbersome process or to hold up critical needs!

  • What happened to IT Vendor Management (ITVMP)? Do I need to submit a separate request there?

    No, IT Governance (ITG) and IT Vendor Management (ITVMP) are now combined into one streamlined, risk-based assessment process. You need only to submit a CheckIT request to gain approval for a solution.

  • How long will the CheckIT process take?

    This depends on the scope and risk of the proposed IT solution. We anticipate most requests will follow the FastTrack path (low risk) and take 1-2 business days at most. These are generally low cost, off-the-shelf or standard solutions typical for academic or business functions that do not contain any sensitive data or require any additional support. FullTrack requests can vary based on a number of factors, but the ITG Customer Success Manager will guide you each step of the way and keep you informed about the status of your request and any additional information needed to complete a review.

  • Does everything need to go through CheckIT?

    No. There are some exceptions for standard equipment or pre-approved items, such as employee computer/endpoint purchases through the Clemson Computer Store, hardware accessories such as keyboards, trackpads, network or AV dongles, etc. Also, operational IT items necessary for the general support of campus systems or break/fix components (requested by CCIT, through your local support team) are exempt. A full list of exemptions can be found here.

  • What determines whether or not my request is FastTrack or FullTrack?

    CheckIT employs a progressive risk-based assessment approach that analyzes the potential risk of the requested solution across five critical areas - (1) Procurement/Financial Risk, (2) Integration Risk, (3) Data Risk, (4) Scalability and Accessibility Risk, and (5) Support Risk. The questions found in the CheckIT request form help us to make an initial determination across those risk categories, and the ITG Customer Success Manager and ITG team will make a final determination based upon the provided information. Please also note that future changes in scope, use cases, or other changes may result in a solution that was initially determined to be a FastTrack item to become a FullTrack item in future reviews or updates.

  • I plan to do an RFP (request for proposals) or put my requirements out for bid through University Procurement. Do I need to fill out a CheckIT form?

    Yes, you will need to start with a CheckIT form before moving ahead with an RFP. Please indicate “RFP/Bid” in the question indicating the method of purchase, and you will be asked for a preliminary scope of work (SOW) or use case. Someone from the ITG team will reach out to walk you through the requirements gathering necessary to have a complete SOW and IT requirements document that you can use as part of the RFP or bid, and will walk with you through the entirety of the RFP/bid process.

  • I already have funding for my request and my supervisor or department head supports it. Do I need to go through the CheckIT process?

    Yes, every IT solution (other than those that meet the exemption criteria) must go through the CheckIT process, regardless of funding source or departmental support. Once approved through the CheckIT process, you may proceed with your acquisition. This also applies to grant-funded solutions or externally-funded solutions.

  • I want to use a free product. Do I have to go through CheckIT?

    Yes, every IT solution whether free or paid if used for University business must go through the CheckIT process. This may feel unnecessary, but this is essential to maintaining the security and integrity of the IT environment at Clemson and having visibility and transparency into the IT solutions used for University business.

Hardware Exemption List

  • Standard Configuration Computers or tablets purchased through Tiger Tech Shop or Buyways
  • Docking Stations
  • Monitors
  • Keyboard, mice or trackpads
  • Webcams
  • Non-network connected storage devices ex: USB hard drives or flash drives
  • USB adapters for ethernet or HDMI etc.
Clemson Computing and Information Technology
Clemson Computing and Information Technology | 116 Sigma Dr, Clemson, SC 29634