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Process



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Introduction

NYSERDA uses an externally-facing SharePoint site as a secure web-based collaboration platform. With this platform, files can be shared with NYSERDA staff, external stakeholders, as well as with inter-agency personnel who require access to perform their specific job duties. Sharing files or information that contain Public, Confidential-Internal, Confidential-Private, and/or Confidential-Restricted information are subject to NYSERDA's Data Classification and Security Controls Policy.

This page outlines the process involved in requesting new External SharePoint site. 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


Info

Outlining requirements is an extremely important first step in the process of establishing a new External SharePoint site. IT, Data Governance, and Legal 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, the type of data that will be shared and by whom, the easier the implementation will be.

Provide as much clarity on what you know at the time. While it is possible to re-work sites, and change components and names, it is not a recommended practice as it can be time consuming for IT and, in some cases, pose issues for users who frequent your site. It may also require removing all external stakeholders from permissions groups only to re-add them again so the external stakeholders can receive updated links; a time consuming and possibly confusing process.


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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?
  • What is the purpose and/or goal of your new 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 GroupsAccess LevelDefinition
    Project LeadsAdministerProvides the access below as well as the ability to add or remover users from Permission Groups. This access should only be provided to NYSERDA staff who will administer the site.
    MembersContributeProvides the access below plus the ability to add, edit and delete: documents in Document Libraries and list items in Lists. This access can be provided to internal and external stakeholders.
    VisitorsReadCan only view the site and associated document libraries and lists as well as download documents in document libraries.


    Info

    Unique Permission Groups can be established for each site, sub-site, document 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. While it is possible to re-work sites, change components and names, it is not 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.
  • 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. Data Classification Form

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ERDADSK:SharePoint: Data Classification Form
ERDADSK:SharePoint: Data Classification Form


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title3. External Data Sharing Form

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ERDADSK:SharePoint: External Data Sharing Request Form
ERDADSK:SharePoint: External Data Sharing Request Form


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title4. Submit Request

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ERDADSK:Service Desk: Share Data with External Parties
ERDADSK:Service Desk: Share Data with External Parties


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title5. Site Implementation


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


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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.


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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 with instructions on how to use the new platform.


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Review the new site when you receive notification of implementation. Confirm that the site was implemented correctly according to your requirements and verify that the following disclosure appears on all pages.

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titlerequired disclosure



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Using the email notification from IT, access the Share Data with External Parties service desk ticket you established by clicking on the link to the issue within the email. Then, using the comments field in the ticket, document any additional changes that are needed or provide your approval for the new site. When providing final approval, be sure to close the ticket by clicking the Passed UAT button at the top-right of the page. This action sends 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.



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If you or other Project Leads require training on how to use your new SharePoint site or site components, submit a

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titleRequest Training
urlhttps://servicedesk.nyserda.ny.gov/plugins/servlet/desk/portal/16/create/303
 ticket (only accessible from within your VM).


UI Step

Provide access for the new site to the internal and external stakeholders following the instructions on the SharePoint: Managing Permissions (placeholder) Each user must have a unique Microsoft email account - shared accounts are not allowed.







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