Project Lead Responsibilities

What is the Role of a Project Lead?

• Adhere to the data classification and security controls policies, and External SharePoint best practices that have been put into place to protect information  
• Complete required training – new Project Leads must take required training (refresher training is available)  
• Share information appropriately with stakeholders (internal and external) through a document library and permission group especially data with Moderate or High Confidentiality ratings  

• If you receive email requests from stakeholders, add them via the Permission Group if they should have access; do not click on the links in the email
  

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• Update permissions groups – remove stakeholders that no longer need access

• Approve updates to your site – add new document libraries/SharePoint lists or sub-sites, or update project leads

• If you are the owner of an approved external SharePoint site, contact the Data Governance Office before adding:

  • Data or documents that do not comply with the existing purpose or classification, or

  • Authorized stakeholders that are not under a NYSERDA agreement or NDA.

Why is the Project Lead Role Important?

• Failure to secure and protect the confidentiality of sensitive information containing utility data, proprietary data, low to moderate income etc. may:
  • Impact NYSERDA financially and jeopardize our mission, and public trust
  • Harm NYSERDA customers
  • Cause legal implications
  • Create administrative burden to assess the risk and address the data breach

General Guidance

Prior to submitting the External Data Sharing Request form and the Information Asset Identification Worksheet to begin the process of implementing an external SharePoint site, outline the answers to the following questions below. These answers will help guide 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 third-parties involved who have restricted access to the data? If so, what data is restricted by a third party and how is

• it restricted?

• Will everyone 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?
  

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  title Terms and Definitions
  Term Definition Site Generally, refers to the top-most page of your complete site structure. Can also be called a Parent site. This is often the page users navigate to first when accessing the site. Sub-Site Any site that is a Child to a Parent site. Document Library A site component of SharePoint that provides the ability to upload, share and edit documents and files with other users who have access. List A site component of SharePoint that provides an ability to collect, organize and manage important data. Site Component(s) Any part of a site that is not a Site or Sub-Site. Examples include Document Libraries, Lists, Calendars, etc. Permission Group A mechanism to provide access to Sites and Site Components that minimizes work effort and risk of exposure to sensitive information. Info icon false Site and Sub-Site refer to the site's hierarchy. Each uses an independent left-hand navigation bar. Components in one Site or Sub-Site cannot be accessed using the left-hand navigation bar of a different Site or Sub-Site. Clicking Home in a Sub-Site will navigate users to the Sub-Site home page, not the parent Site home page.

  
  

• 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?

  • Certain characters have special meanings when used in file names in SharePoint. If a file or folder you’re trying to upload to SharePoint contains any of the characters listed below, it may prevent files and folders from syncing. Rename the file or folder to remove these characters before you upload it.
    

    Quotation Marks	Asterisks	Colons	Carrots	Question Marks	Back and Forward Slashes	Vertical Bars	Leading/Trailing Spaces
    "	*	:	< >	?	/ \	|

    
    

• Who will require access to the site, sub-site, Document Library and/or List, and what level of access should they be given? (see the information table below for access level definitions).

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  Permission

• Groups Access Level

• Definition Project Leads Administer Provides access to

• the overall site (parent and child/site and sub-site), as well as the ability to add or remove users from Permission Groups. This access should only be provided to NYSERDA staff who will administer the site. Members Contribute Provides access to

• the overall site (parent and child/site and sub-site), plus allows for the ability to add, edit, and

• /or delete documents in Document Libraries and items in Lists. This access can be provided to internal and external stakeholders as needed. Visitors Read Provides view only access to

• the site, sub-

• site, and site components: associated document libraries

• (included ability to download documents) and lists.

• Info icon false 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 components (Document Libraries and Lists).

  
  

What will be the name of your new site?