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Computer Equipment, Software and Services (CESS)

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Does my purchase or project need CESS approval?

 

Step 1:

 

Step 2:

 

Step 3:

 

Step 4:

 

Step 1

Does your purchase or project include computing hardware, software, or services? If Yes, To if a CESS Request is required, go to Step 2. If No, CESS Request is not required. Proceed with UGAmart Purchase Requisition.

Step 2

Does it meet any of these network or data security criteria? Does it process, store or transmit restricted data? Does it grant 3rd parties access to Sensitive or Restricted Data?(1) Does it NOT fully meet UGA or USG Standards or Policies?(2) If Yes, a CESS Request is Required. To determine if a Security Evaluation Form is required, go to Step 3. If No, is the total project cost $10,000 or more? If Yes, a CESS Request is Required. To determine if a Security Evaluation From is required, go to step 3. If the total project cost is not $10,000 or more, a CESS Request is not required. Please proceed with UGAmart Purchase Requisition.

Step 3

Does it meet any of these security risk criteria? Does it process, store or transmit restricted data? Does it grant 3rd parties access to sensitive or restricted data? Is it classified critical per UGA's published Data Standards Policy? If Yes, a CESS-S Security Evaluation Form is required. Fill out and attach the CESS Security Evaluation Form to the CESS Request cart in UGAmart.If No, a CESS-N Security Evaluation Form is not required. If the answer is either yes or no, go to step 4 to determine if board of regents approval is required.

Step 4

Is the total project cost $500,000 or more? If Yes, BOR Approval is required. Fill out and attacht answered questions for BOR Approval (Add 10-15 business days to the standard CESS approval processing time). Then Create CESS Request cart in UGAmart, attach any project documents or quites and submit for approval (Standard CESS approval processing time is 7-10 business days). If No, BOR Approval is not required. Then Create CESS Request cart in UGAmart, attach any project documents or quites and submit for approval (Standard CESS approval processing time is 7-10 business days)

(1) When you process, store or transmit any Sensitive or Restricted Data on a physical or virtual device (ie. cloud) outside of direct control or possession of UGA. (If the vendor is Amazon Web Services, the Amazon Cloud Financial Stewardship Form must be attached to the CESS Request).

(2) UGA/USG Standards & Policies links for: Acceptable Use of Computers Policy; Minimum Security Standards; High Bandwidth Consumption Policy; Wireless Network Standard.

NOTE – If CESS approval is required, do NOT submit a purchase requisition in UGAmart until the CESS is approved and assigned a CESS number. You will need to reference the CESS number on all UGAmart purchase requisitions for the CESS project.