Submitting to TRAC

Getting Started with TRAC

Pre-Assessment Process

Before submitting any Application to TRAC, a Pre-Assessment must be completed. The Pre-Assessment Process allows an opportunity to meet with the TRAC Co-Chairs to discuss a product of interest, including (but not limited to) the intended use case and any data involved.

Step 1: Please fill out the Pre-Assessment Form.

Step 2: Please submit your completed Pre-Assessment Form to Amy Labute, TRAC’s Admin Assistant, at amy.labute@uwo.ca.

Step 3: Amy will connect with you to schedule a Zoom Pre-Assessment Meeting with the Co-Chairs.

  • the meetings are booked on selected dates that are pre-determined by the Co-Chairs – they typically occur every other Wednesday morning, from 11:00am-12:00pm.
  • a meeting cannot be formally booked/confirmed until a completed Pre-Assessment Form is provided to Amy.
  • available spots in the Meetings are booked on a first-come, first-served basis – spots cannot be reserved or held.
  • if your use case pertains to research purposes, we do ask that the PI also attend the meeting (if the PI is someone other than you).
  • if you can no longer attend your scheduled meeting, please let Amy know so that another date can be booked for you, and your original spot can be offered to someone else.

Step 4: During the scheduled meeting, the Co-Chairs will review the completed Pre-Assessment Form, and any other documentation provided, and will make a decision regarding your product’s need to undergo a formal TRAC assessment. You may be asked to provide additional information before a decision can be made.

Step 5: Once you have attended your scheduled meeting and/or have provided any additional information that was requested during the meeting, you will receive an email from the Co-Chairs that will outline their decision on TRAC. If it’s determined that TRAC is needed, you will receive an email from Amy that will provide instructions for next steps on submitting to TRAC.

Ready to Submit?

Navigating the submission process for TRAC review? Let’s make it simple!

  1. Start with the TRAC Submission Form
    This form is your primary point of entry to the TRAC process. It's designed to gather comprehensive details about your proposed technology solution needed by the TRAC team.
  2. Got a Complex Solution? Use the Vendor Information Form!
    For projects with intricate details or nuances, it’s helpful to have your vendor complete the Vendor Information Form. Once filled, they can send it back to you as a PDF, and you can simply attach it alongside your primary submission.
    Handy tip: This form is accessible even to external parties, making it easier for your vendors.
  3. Accessing the Forms
    Remember, the TRAC Submission Form requires your Western University login credentials, ensuring it is exclusive to our internal community. On the other hand, the Vendor Information Form is open to vendors and external partners.
  4. Need More Insight?
    Dive deeper into the TRAC process with our resources.

Engaging with TRAC ensures your projects are thoroughly vetted and primed for success. Let’s collaborate and make your initiatives shine! 

How to Submit a Project for Review

Below you will find the steps to follow for collecting and submitting your TRAC documentation for review. 

Step 1: Is TRAC for You? 

Before diving in, let's determine if you need to submit a Pre-Assessment Form. If you answer 'yes' to even one of the following, it’s time to engage TRAC!

  • Does your preferred technological product fit one or more of the following situations?

    • Is it new to Western?
    • Is your contract up for renewal, and the product has not been previously reviewed by TRAC?
    • Are there new features being used that have not been previously reviewed by TRAC?
    • Has your use case changed since the original TRAC review, and/or will the applicable data be different?
    • Has the product been reviewed by TRAC and is in use by another department at Western, but your intended use case is different?
  • Does your solution require access to data of a sensitive nature (including but not limited to data that could be identifiable), or will it create or transmit data of a sensitive nature?
  • Does your vendor (if applicable) require a contract? 
  • Will your solution require any sort of eCommerce transactions using a Western-owned payment processor storefront or other-provided payment processor? 
  • Does your solution require the use of Procurement Services to vet vendor candidates or engage in paying of invoices? 
  • Does your product have the ability to store any information in a cloud environment and are you intending to use the cloud storage?
  • Can the Vendor see/access any information or data that you input into the product?

Step 2: Engage with Your Vendor 

If you’re partnering with an external vendor, they're your go-to for providing the technical details about your proposed solution. Direct them to the Vendor Information PDF. Once they fill it out and send it back, you're ready for the next step. 

Step 3: Time to Fill the TRAC Form!

Access the TRAC Submission Form. Here’s a breakdown of what you'll provide: 

  • General 
    • Name of initiative, reason for the solution, contact information, criticality, etc. 
  • Procurement Services 
    • Contract term length (if applicable) 
    • Details of licensing and/or costs of purchase (including implementation) 
  • Financial Services (some of this information will be provided via the vendor form) 
    • Details related to eCommerce requirement 
    • Payment processing data flow 
    • PCI compliancy 
  • Information Technology (some of this information will be provided via the vendor form) 
    • What type of solution is involved? 
    • Compliancy information 
    • Infrastructure information 
    • Security controls 
  • Privacy (some of this information will be provided via the vendor form) 
    • Nature of data 
    • Transmission requirements 
    • Disclosure requirements 
  • Legal 
    • Contract terms - including risk management, liabilities and indemnities 
    • Affiliated data agreements 

Step 4: Hit Submit!

Fill out all the relevant fields in the form and include the information provided from the vendor (if applicable, the sections and fields of the PDF filled out by the vendor will directly correspond to sections in the webform).  Please feel free to cut and paste from the vendor-provided information.

Once your form is ready, hit the "SUBMIT" button. A member of the TRAC will follow up shortly thereafter to confirm all information has been received. 

There may be some follow up in terms of clarification and/or to obtain other documents. 

Step 5: Process Following Submission 

After submission, the TRAC team dives deep into assessing potential risks.The timeline for review of the project and completion of the assessment is affected by several components, including but not limited to, the diverse nature of projects, how many other applications are in the review queue, if additional information is needed from the vendor, the nature of data involved, and several other factors. The team meets bi-weekly, ensuring each project gets the attention it deserves. Once done, they'll share a comprehensive report with you. 

Thank you for ensuring that Western continues to champion due diligence in technological ventures! With TRAC by your side, you're not just embarking on a project; you're paving the way for informed and secure advancements.