Technology Acquisition Review Process

TAR Process Overview 

Stanislaus State technology acquisitions, whether purchased or obtained at no cost - including free software, are to be reviewed for Enterprise Support, Accessibility and Information Security compliance before acquisition. The Technology Acquisition Review Process (TAR Process) has been established to conduct product reviews that will be used to determine the level of support required from the Office of Information Technology for the following: 

• Support and service models;
• Potential integrations that may be needed with other systems or data;
• To establish if there is existing similar technology already in use on campus to prevent redundant costs;
• IT process alignment;
• Any timing or scheduling constraints.

Technology acquisition reviews (TARs) are also to be used to:

• Reduce IT costs;
• Meet compliance requirements with CSU policies and Stanislaus State practice directives for data and system protection and accessibility; and
• Reduce the risk of data breaches resulting in: harm to CSU; individuals or intellectual property rights; and any associated legal/reputational penalties.

TAR Process Steps

1. Check the authorized list and use authorized technology where possible.
2. The Stanislaus State faculty or staff member who is most knowledgeable about the technology should be the individual who completes and submits the TAR form in Team Dynamix. Assistance from the Office of Information Technology support staff may be requested if necessary. The more detailed information received, the quicker the review can be completed.
3. TAR Process requests will be tracked using service request tickets created in Team Dynamix.
   • Requestor provides the requested documentation and responds to additional questions.
   • Office of Information Technology teams will review the request to determine support and service level models needed, integrations, and IT process alignment, and to reduce potential redundant technology and any timing constraints. This will be the first level of review and approval is needed before the request is submitted for security/privacy or accessibility reviews.
   • Information Security team members determine if supplemental IT contractual terms are needed.
   • Accessible Technology team members determine compliance with ATI policy.
   • TAR Requests will be updated to indicate if the requested technology has been approved or not approved.
4. When submitting their purchase request, the requesting department must provide Procurement & Contract Services with the approved TAR Request number and documentation.

Timeline for TAR and Purchasing Process

The timeline to complete a TAR review is estimated at a minimum of 10 business days. Complex review cases or cases requiring legal involvement may require additional time to review. TAR reviews should be requested in advance to minimize delays in the procurement process. Completing the TAR review is a prerequisite of the procurement process, and the timeline does not include the time required by Procurement & Contract Services to complete the purchase. If your proposed technology or service involves any of the following components, please contact the respective business areas and obtain their written approval, which should then be submitted with the TAR Request. This will help us process your request faster.

1. Any TAR that collects money requires the approval of Financial Services.
2. Strategic Communications and Marketing must approve any TAR that involves marketing, branding, advertising, and social media.

Maintenance and Renewals

TAR reviews will be completed every three years for authorized technology products that are for maintenance purposes or are a renewal, where:

1. The scope of deployment and the technology and/or technology services have not changed.
2. There are no changes to functionality or capabilities, regardless of whether they are turned on or not.
3. Replacement parts are the same or similar to the part being replaced.

Providing Procurement & Contract Services with the original approved TAR service request number is necessary. If you need help locating a previously-approved TAR, please contact the Office of Information Technology Support Desk.

Mandatory Technology Reviews

TAR reviews are always required for the following items:

1. Drones
2. Domain Registration Services (initial requests and renewals) – this is for tracking and compliance reasons.