IT Review – Contracts

Service Description	The service is a part of the end-to-end College’s Procurement Process (step #9 specialist reviews) and provides a critical assessment and validation for the acquisition of technology-related goods and services in the college. Leveraging the expertise of our ITS teams, we ensure that every technology contract not only meets the operational needs of our college but also adheres to our stringent IT standards, cybersecurity measures, and privacy regulations. Through comprehensive review and collaboration with key stakeholders, we aim to mitigate risks, address potential issues, and endorse solutions that deliver value, security, and alignment with our long-term vision and goals.
Service Scope	The scope of this service includes: BRM Review If contract is acquiring services or application/platforms by a third-party service provider, ensure that a “Recommend an IT Solution” process has been previously performed. This may include verifying that the business case and Options Analysis (i.e. Gap or Cost Analysis, Extend Build or Buy) has been performed. If these have not been previously reviewed, determine the justification or if the purchase process may revisit acquisition analysis. Note: The justification would be provided to ITS Management for review (if funded in part or wholly by ITS). Information Security and Data Privacy team Review If the contractual agreement includes a solution or service provided by a third-party supplier or service provider, and there has not been a request for “IT Review – Software” service, then it is required. If issues or mitigations are not adequately addressed by contractual documentation, then the purchase process may need to revisit the acquisition analysis. Corporate Business Intelligence team Review If the contractual agreement includes use of third-party services, then an IT specialist review by Corporate BI is required (if not already performed) to assess the impact of data transformation, data governance and/or data management between third-party and College data ecosystem(s). Endpoint Services team Review If the contract includes the purchase of technology goods (i.e., hardware, software) or proposed services then an IT specialist review by the Endpoint services team is required to ensure that College master agreements are being leveraged and benefits are reflected in the pricing. ITS Service Delivery teams Review If the contract Statement of Work includes integration and/or services that involve or impact ITS service delivery teams, then an IT specialist review is required to ensure that ITS effort during implementation has been assessed and properly reflected. Service Operations and Support team Review If support services are being contracted, then an IT specialist review is required to identify synergies and/or impacts with existing ITS support model and ITSM processes and tool/s. Update the asset management system to accurately reflect any modifications in usage terms, configurations, or deployment details, ensuring comprehensive management of IT resources.
Intended Users	College Departments acquiring technology related goods, assets, or services.
Service Requirements	Service request must contain the contract, quotes, and any other financial documents such as a Statement of Work or Limited Tender Form (LTF).
Service Deliverables	BRM endorsement email to business contract owner
Service Funding Source	ITS Operations
Request Process	Send an email to the BRM queue at brm@algonquincollege.com
Service Performance Levels	60 business days 90% of the time.
Support Information	Users get updates from BRM Monthly Status Reports and by contacting the BRMP Lead.