Computer Equipment, Software & Services (CESS)

What:

All IT projects that have a one year cumulative cost of $10,000 or more* required CESS approval. The cumulative cost is based on the total cost of the project and not by individual requisitions. CESS approval is required for all IT projects with a one year accumulative cost of $10,000 or more.

NEW: Necessitated by the University’s increased focus on information security and risk management, some IT projects (or a single purchase) under $10,000 may require CESS approval.

Any IT purchase that might process, store, or transmit Sensitive information, and/or be classified as Critical to the University requires CESS approval. Accordingly, departments are responsible for an internal completion of the two security questions on the CESS form.

When:

CESS approval must be obtained prior to the submission of any requisition related to the project. Once a CESS approval number is obtained, all requisitions in UGAmart must reference the CESS approval number in the appropriate field. Example CESS approval number.

How:

CESS requests must be submitted in UGAmart - a paper copy of the old CESS form will NOT be accepted. Instructions for submitting CESS requests in UGAmart.

Who:

Each department on campus has one or more unit coordinators who review the CESS request. When approved, the CESS is electronically routed to the Office of the Chief Information Officer/Enterprise IT Services. Please be advised that a CESS request cannot be submitted and approved by the same person.

Any questions regarding the CESS approval process should be directed to Lesa Meeks or Belinda Agnew in Enterprise IT Services.

*IT projects with a one year accumulative total of $500,000 or more will also require approval from the Office of Information and Instructional Technology at the Board of Regents. In order for the CIO office to submit the CESS to the Board of Regents, the information listed below must be provided in a PDF document and electronically attached to the CESS form. Approval from the BOR generally takes 10-15 business days, so please plan accordingly.

The core business function being addressed.
The name and current information of the non-IT business unit manager whose unit will be the primary user of the initiative, enhancement, modification or proposal.
A brief synopsis of the business or technical problem being addressed or solved.
The justification of the approach chosen to address this problem, including a description of any alternatives seriously considered, and an explanation of why whose alternatives were not pursued further.
A signed statement from the requesting manager stating that the purchase cost is inclusive of all activity for the project.
A detailed spreadsheet which delineates the costs and fund sources of each component of the proposal and a timeline for the anticipated expenditures. This requirement includes all consultants and salary costs for existing and new employees.

NEW: For IT projects $100,000 or more, the CIO may request that the information above be submitted.