CheckIT

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!

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.

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.

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.

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.

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.

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.

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.

It depends. If the solution is an item that requires a renewal or a new purchase to replace the solution, then a new CheckIT request is needed. All future renewals or acquisitions will continue to follow the CheckIT process. For existing solutions that do not require a renewal, the ITG team will collect information about existing solutions in the Clemson environment and may reach out with questions or concerns. Or, you may voluntarily submit a CheckIT request for an existing solution if you would like for it to be reviewed.

No, University policy requires that you first submit a CheckIT request and obtain approval before proceeding with a purchase or acquisition, regardless of funding source or method of purchase (including P-Cards). Failure to do so may result in the loss of access to the solution or restrictions on future purchasing ability.

The best option is to place a request with your area IT Consultant via Tiger Hub. The consultant can assist in determining the best solution fit from existing solutions or help you with the CheckIT process to acquire a new solution if needed.

No, CheckIT does not provide or commit funding for any IT solutions, even if approved through the process. Funding must be secured through existing means from the requestor. Limited exceptions for broad, strategic, and cross-cutting solutions may occur but require approval from the ITG Executive Board through the SVP for Finance and Operations, EVP for Academic Affairs, SVP and Chief of Staff, and VP and Chief Information Officer.

The first person to receive your CheckIT request is the ITG Customer Success Manager, who is your primary point of contact during the entire process. They will review your initial request form and reach out if there is any additional information needed, or may approve quickly if you have provided complete information and your request meets the FastTrack requirements. Otherwise, the ITG Customer Success Manager will be there to guide you through the FullTrack process which will require additional levels of review, depending on the scope and risk level.

Yes, you must submit a CheckIT form before proceeding with a renewal even if the product/solution is currently being used. Please select “renewal” in the applicable question in the “Acquisition Information” section.

We recommend first contacting your IT Consultant locally to discuss your needs and potential solutions. If you need additional information, please reach out to the ITG Customer Success Manager at itgov@clemson.edu.

Our team is here to answer any questions and make the CheckIT process as easy as possible. Please reach out to the ITG Customer Success Manager at itgov@clemson.edu.