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Process

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. 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.

1. Outline Requirements

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.

Try to answer the following questions:

  1. What is the purpose and goal of your new site?
  2. 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?

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

    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.

  4. What will be the name of your new site?

    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.

Be mindful of the following:

  • The Data Governance Office is available to help the Requestor complete the forms if necessary.
  • 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.
  • 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.
    • External and internal collaboration on NYSERDA Lean Projects.
    • Proposals to Scoring Committee Members for programs not in Salesforce.
    • Requests to the Web Development team.
    • NYSERDA Corporate reports to required stakeholders.
2. Complete a Data Classification Form

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3. Complete a External Data Sharing Request Form

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4. Submit Service Desk Request

Service Desk: Share Data with External Parties

These instructions review how to complete the Share Data with External Parties ticket from the Service Desk application.

Access Service Desk from the NYSERDA Launch Page (https://launch.nyserda.org).

**NOTE: The NYSERDA Launch Page can only be accessed from your VM.

Scroll down the page to Request Types and select the Share Data with External Parties option under the IT Support side-tab.

Select the Priority for the request.

Enter a due date when the new site, site component, library, list or Permission Group should be implemented and a summary or title.

Enter a detailed description to adequately outline all of your needed requirements. These requirements can also be outlined in a Word or Excel file and attached to the ticket. Include links to your completed Information Asset Worksheet and External Data Sharing Request Form.

  1. Access the Data Classification Completed Worksheets for the list of completed forms.
  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 the Copy Link option at the top of the window and paste the URL into the description field.
  1. Access the External Data Sharing Request Completed Forms for the list of completed forms.
  2. Filter the Requestor Name column to locate your name.
  3. Right-click the  icon and select Copy Link Address
  4. Then paste the URL into the description field.

These requirements can also be outlined in a Word or Excel file and attached to the ticket. Include links to your completed Information Asset Identification Worksheet

Click the Create button to submit your request.

5. Site Implementation

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.

The Counsel's Office will then review the information provided and either approve, request additional information for, or deny the request.

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.

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.

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.

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

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



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