Technology Solution Assessment
Thank you for taking the time to complete a Technology Solution Assessment. The goal of this process is to identify potential risks for the technology solution that you are evaluating. Identifying these risks early in the process allows subject-matter experts from Legislated Services, Technology Innovation and Services, Legal, and Procurement to support you through the selection, purchase, and implementation process. Put another way - by sharing this info early, you're setting yourself up to avoid surprises that can delay or block the success of your project.
Once you submit the Technology Solution Assessment form, the process team will review the details, book follow-up conversations to gather additional information as-needed, and make recommendations based on research into necessary privacy, records management, legal and security measures. This process can take as little as 2 weeks for simple solutions, and as long as 6 weeks for complex solutions.
Outputs from this process
The output of this process will be a set of recommendations from the relevant subject matter experts, including:
- Privacy best practices to ensure the data is collected, used, disclosed and stored in a solution in accordance with MFIPPA and related legislation, and to identify data ownership and put measures in place to ensure that ownership
- Records management best practices to ensure the data is maintained and stored in accordance with Records Management principles and the City's Retention Bylaw & Schedule
- Language to include in a Purchase Order (PO), Tender, or Request for Proposal (RFP)
- Language to include in a contract with a vendor
- Security and implementation best practices to ensure the solution is set up effectively and supported appropriately
- Specific concerns to raise with CLT to confirm organizational readiness to proceed with a solution; relevant subject matter experts will provide support for these conversations with CLT
When should you complete a Technology Solution Assessment?
Complete a Technology Solution Assessment under any of the following circumstances:
- You are evaluating potential technology solutions to meet a corporate need - whether it's a free app or enterprise software costing tens of thousands of dollars
- You are changing how you use a technology solution, such as adopting significant new features, adding significant new data, or moving to a cloud-based version of a solution
- You're renewing or upgrading an existing solution
- You want to enable third-party access to City applications and/or data
Not sure if you should be completing a Technology Solution Assessment for your project?
Speak to your Digital Transformation Associate to confirm how to proceed.
Want more information about the process, committee and FAQs?
See our process overview in KHub for more detail.
