Form Features Include:
- 5 new access groups for the data stewards:
- Student Records
- Student Financials
- Admissions
- Grad Student Review
- Reviewers Group (dynamic open group)
- The users in the groups are granted access dynamically to each form depending on system access selected by the form initiator
- ie: Selecting Student Records on the form will add the Student Records data stewards to the Reviewers Group. Selecting CRSE (this is the their test environment which requires all approvals) will add all users in each group to the Reviewers Group.
- 3 new stages:
- Confidentiality Agreement
- Read-Only (to check out the form for editing)
- Update (to update the form once it is checked out. Form will be checked back into the Read-Only stage if further review is required)
- Confidentiality Agreement stage
- If the initiator of the form is not the User requesting access, the form will route to a new stage where the User has to log in and sign the form. The form will then route to the data stewards for approval.
- A Check-in/Check-out process
- Data Stewards will check-out the form in order to edit and approve. After the Org Manager approves the form, the form goes into a Read-Only stage (ST_Read). When a Data Steward clicks the check-out button, it sends it to a new stage (ST_Update). Once in the Update stage, the form is locked for review by the current Data Steward. The form will only unlock if the Data Steward approves or if a certain time limit window is reached (I have this currently set to 1 hour). There is also a way for an Admin user to have the ability to submit the form even if it’s open by another user( I currently have this disabled).
- Form History for the entire form
- History is tracked from form start to end by the stage action buttons. Each stage has different fields which are stored into the history.
- Automatic tracking of the number of system options selected for access and the number of data stewards that need to approve. Once all stewards approve, the form will auto route to the End stage (which will transmit to the System Review App once that is set up).
Current SADM Request process:
https://datawarehouse.uconn.edu/ubis-data-warehouse-access-process/