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Procedure



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Introduction

The below procedure outlines all required steps in order to request a new External SharePoint site. Each request will undergo a review and approval process prior to implementation. Timing is an important consideration for this process, especially when Establishing the Request because the Data Classification Form and the External Data Sharing Request Form must be reviewed by several teams including Data Governance and Legal. This review can take several weeks depending on the nature of the data or information being shared through your External SharePoint site. The Data Governance is available for any questions or guidance about this process or when completing any of the required forms. If you are having trouble, please reach out to them.


Outline Requirements

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Outlining requirements is an extremely important first step in the process of establishing a new External SharePoint site. IT and Data Governance will rely largely on these requirements when building the site but will reach out to you if they have questions during implementation. To that end, the more detail you provide regarding how the site will be used and by whom, the easier the implementation will be.

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What is the purpose and goal of your new site?


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Do you currently have a site this new site will be aligned to? If so, what is the name and URL for your existing parent site?


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Who will require access to the site and what level of access should they be given?

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Permission Group IdentifierAccess Level ProvidedDefinition
Project LeadsAdministerProvides access to add and remove members from permission groups assigned to sites, sub-sites, document libraries and lists. Should only be assigned to users who will need to manage and maintain access to all site and site components. This access also provides all the access listed below as well.
MembersContributeProvides access to upload and delete document from document libraries as well as add, edit and delete list items. This access also provides all the access listed below.
VisitorsReadProvides view only access to sites, sub-sites, document libraries and lists including the ability to download documents.




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What will be the name of your new site?

Warning

While it is possible to change the names of sites and site components, it is not recommended. Be sure to think thoroughly through what the name of the site will be as changes, while possible, can have some negative downstream impacts to users who frequent your site.





Establish Request


Complete a Data Classification Form utilizing your requirements outline. Reference the Data Classification and Security Controls Policy as needed.

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Include Page
TD:SharePoint: Data Classification Form
TD:SharePoint: Data Classification Form

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System Instructions

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Access the 

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titleData Classification Form
urlhttps://nysemail.sharepoint.com/sites/NYSERDA/dg/dc/_layouts/15/listform.aspx?PageType=8&ListId=%7B30F9B865%2D5CDE%2D446E%2DA39F%2D5FEA61D34469%7D&RootFolder=

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Complete the form, being as detailed and thorough as possible.

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If you need assistance when completing the form, please reach out to the Data Governance Office.

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Once the form is complete, attach your 

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titleData Glossary
urlhttps://nysemail.sharepoint.com/sites/NYSERDA/dg/Data%20Governance%20Documents/Approved/Data%20Governance%20Glossary%20Final.docx
. How you accomplish this step will depend on the current view of the SharePoint form.

  • If the form appears in Classic View, the Attach File button will appear at the top of the form.
  • If the form appears in Modern View, the Add attachments option will appear as the final item on the form, above the Save button.

Click the Attach File or Add attachments button to locate the file on your computer and upload to the form.

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Click Save when the form is complete and your Data Glossary is attached. The Data Governance Office will receive an email notification when new forms are completed or existing forms are updated.
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To update your completed form:

  1. Access the list of completed forms here: 
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    titleData Classification Completed Forms
    urlhttps://nysemail.sharepoint.com/sites/NYSERDA/dg/dc/Lists/Information%20Asset%20Classification/AllItems.aspx
    .
  2. Filter the requestor Name column to locate your name.
  3. Click on the Data Source field to open the Data Classification Worksheet.
  4. Click Edit to update information or attach a file.
  5. Click Save to accept changes.
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Then, complete an External Data Sharing Request Form utilizing you requirements outline. Reference the Data Classification and Security Controls Policy as needed.

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System Instructions

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Submit your request through a Share Data with External Parties ticket from the Service Desk application.

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System Instructions

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Access the Service Desk application from the NYSERDA Launch Page.

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Select the  Share Data with External Parties option under the IT Support side-tab.

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Update the Raise this request on behalf of field if an alternate member of your team should be the primary contact for the request.

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Select the Priory of the request.

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Enter a Due Date when the new site or site component should be implemented.

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Include a brief summary or title for the request in the Summary field.

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Enter in a detailed description of the request, referencing the Outlined Requirements defined previously.

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Include any attachments as needed.

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Click the Create button to submit your request.

UI StepOnce the Service Desk ticket is submitted, Data Governance will review and provide approval as appropriate, leveraging the submitted  Data Classification Form  and the  External Data Sharing Request Form  you submitted.


Site Implementation, Review and Approval

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The Data Governance Office will review your submitted Data Classification Form, External Data Sharing Request Form and Share Data with External Parties service desk request and provide a recommendation to the Legal Contact aligned to your Program or Department.


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The Counsel's Office will also review the information provided and either approve, requests additional information or denies the request.


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Once the request is approved by Legal, the Data Governance Office will work with IT to implement the site based upon your submitted requirements. You will receive a notification from IT when the site has been implemented.


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Review the new site when you receive notification of implementation. Respond to the Share Data with External Parties service desk ticket you established documenting any additional changes that are needed or provide your approval for the new site.


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Share details with the external stakeholders on how to access the platform and data. Each user must have a unique Microsoft email account - shared accounts are not allowed.


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Ensure that the integrity, security requirements and access authorizations are managed properly.


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Remove stakeholders immediately that no longer work at an organization or on the program.





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