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Process



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Introduction

The below procedure outlines all required steps in order to request a This page outlines the process involved in requesting new External SharePoint site. Each request will undergo a review and approval process prior to implementation. This process may take up to three weeks once the forms are fully completed to receive all approvals and to build and implement the platform. The process may be expedited in rare and necessary situations.Click each tab below, in order, to review the complete process and all steps involved. If you have questions or issues with any part of this process, please reach out to the Data Governance office for further support.


Process Steps

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title1. Outline Requirements
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title


Info

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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General Guidance

Prior to submitting forms to begin the process of implementing an External SharePoint site, you should outline answers to the questions below. These answers will help you when completing the required forms.

  • Will the site be used for multiple initiatives, programs, or phases?
Try to answer the following questions:
  • What is the purpose and/or goal of your new site
?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
  • ?
  • What initiative will the site support and what is the justification for external collaboration?
  • Who are the stakeholders?
  • What type of data are you sharing on the site (describe the actual data/content that will be shared through documents or data sets).
  • Are there any restrictions in place with third-parties that states how and who can access the data?
  • Will everyone will have access to all documents on the site or will you need to restrict access to specific information or users?
  • If you are collaborating across teams, is a current site already in place? If so, does it make sense to use an existing site or create a new one?
  • Will you be requesting a single site or should IT also create sub-sites? If so, how many?
  • How many Document Libraries or Lists will you require as part of the implementation?
  • What should the names for each site, sub-site, Document Library and List be?

  • Who will require access to the site, sub-site, Document Libraries and Lists, and what level of access should they be given?

    Expand
    titleinformation table


    Permission
Group Identifier
  • GroupsAccess Level
Provided
  • Definition
    Project LeadsAdministerProvides the access below as well as the ability 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.
  • or remover users from Permission Groups. This access should only be provided to NYSERDA staff who will administer the site.
    MembersContributeProvides the access
to upload and delete document from document libraries as well as
  • below plus the ability to add, edit and delete: documents in Document Libraries and list items in Lists. This access
also provides all the access listed below
  • can be provided to internal and external stakeholders.
    VisitorsRead
Provides view only access to sites


  • Info

    Unique Permission Groups can be established for each site, sub-

sites

  • site, document

libraries and lists including the ability to download documents.

What will be the name of your new site?

  • library and list. Be sure to outline what level of access each user will need for each site/sub-site and site component (Document Libraries and Lists).



Tip

Provide as much clarity on what you know at the time.

Warning

While it is possible to

change the names of sites and site components

re-work sites, change components and names, 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

a recommended practice as it can be time consuming for IT and, in some cases, pose issues for users who frequent your site.



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Expectations

  • It can take up to three to four weeks after completing step 4 of the process outlined on this page before your new site is implemented. Be sure to take this into consideration.
Be mindful of the following:
  • The Data Governance Office is available to help the Requestor complete the forms if necessary.
  • Consult with your Program Counsel before submitting the request.
  • If an NDA, MOU or other agreement exists, the classification must comply with the stated restrictions. Please ensure this information is communicated to the Data Governance office and denoted on the Data Classification Worksheet.
  • All required forms can also be found on the Data Governance SharePoint Site .
  • The Data Governance Office reviews all completed forms and will follow up with the Requestor if forms are not fully completed or more details are needed.
  • For External SharePoint sites, the Requestor, Data Owners, Data Stewards, or Site Manager is responsible for ensuring that the integrity, security requirements and access authorizations are managed properly.
  • Immediately remove stakeholders that no longer work at an organization or on the program.
  • If you are the owner of an approved External SharePoint site, any additional information, data, or authorized stakeholders that need to be added to the existing site must be approved by Data Governance. Contact Data Governance before adding any updates to the existing External SharePoint site.
  • If you are not the Data Owner, please consult with data owner on the data classification of the information.
  • The following types of data sharing do NOT need to go through the Sharing Data with External Stakeholders Request process:
    • Responses to FOIL requests that have been vetted through Counsel’s Office.
      (Utilize the Freedom of Information Law (FOIL) External SharePoint Site.)
    • External and internal collaboration on NYSERDA Lean Projects.
      (Utilize NYSERDA's Lean Projects External SharePoint Site.)
    • Proposals to Scoring Committee Members for programs not in Salesforce.
      (Submit a Service Desk: Share Data with External Parties ticket to utilize the IT External SharePoint site for a one-time collaboration.)
    • Requests to the Web Development team.
      (Submit a request through the Marketing Collaboration Tool.)
    • NYSERDA Corporate reports to required stakeholders.
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    title2.
    Complete a
    Data Classification Form
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    TD:SharePoint: Data Classification Form
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    Complete a
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    Form
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    TD:SharePoint: External Data Sharing Request Form
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    title4. Submit
    Service Desk
    Request
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    ERDADSK:Service Desk: Share Data with External Parties
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    title5. Site Implementation
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    Info

    The part of the process may take up to three or four weeks to receive all approvals and implement the site. The process may be expedited in rare and necessary situations

    		title

    .


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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 then review the information provided and either approve, request additional information for, or deny the request.


    UI Step

    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 with instructions on how to use the new platform.


    UI Step

    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. Send an email confirmation to the Data Governance Office and IT that the platform works successfully.

    Warning

    After this point, any additional information, data, or authorized stakeholders that need to be added to the existing site must be approved by Data Governance. Contact Data Governance before adding any updates to the existing External SharePoint site.



    UI Step

    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.

    UI Step

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

    UI Step

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

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