Add-in Process Flow

Description

The process flow detailed below will help IS Helpline, Computing  Officers (CO) and Reps, as well as the Applications Service Team to manage Add-in review requests so they are addressed timely and professionally.

Add-In Review Requests are categorized into 4 sections which are detailed below.                                                                                                                                                                                                             

1. Sections of the University that use UniDesk and have Computing Officers (CO):

Add-in Review will be requested via UniDesk Form and will follow the process steps below.

A. CO follows the process to ensure Add-in request has fulfilled the requirements below, before deployment by Service Management.

• CO/Local IT Support ensures that approval is obtained from manager/HoD/Head of the school/College the request is coming from. (Email approval can be attached to the UniDesk call, if inline approval vai UniDesk cannot be processed).
• CO/Local IT Support raise a partial call to Service Management (SM) to review Add-in.
• SM reviews Add-In. If required, SM will (raise partial call to) engage InfoSec for further assessment and approval of requested Add-in. SM will also liaise with other service owners (SharePoint, Teams, Miro, Jira, etc), if Add-in cuts across any of these services.
• If Add-in is approved by SM, CO/Local IT Support completes and attach DPIA and EqIA for requested Add-in. (Where required).
• CO/Local IT Support provides other relevant information including d​​etails of user(s) and duration of usage (time limited or permanent where applicable).

 B. Service Management Deploys Add-in.        

• Service Management reviews documentation provided to ensure completeness.
• Service Management deploys Add-in.
• Service Management updates the call when deployment is complete and ready for enrollment.

 C. If Add-in is  not approved, Service Management adds Add-in to a list of Disapproved Add-ins (maintained on the site)

• CO notifies requester that Add-in is not approved, with provided reasons.

2. Sections of the University that use UniDesk but do not have Computing Officers.

• Service management (SM) will act as CO and the process below (similar to initially proposed) will be followed.
• User checks SharePoint site for intended Add-in.
• If Add-in is found, user enrols (Guidance available on SharePoint site)
• If Add-in is not found, user submits an Add-in review request.
• IS Helpline passes call to SM.
• SM acts as CO and follows process described above.

3. Sections of the University that have Computing Officers but do not use UniDesk:

• Process will generally follow original structure, but co-ordinated via email.
• User checks SharePoint site for intended Add-in.
• If Add-in is found, user enrols (Guidance available on SharePoint site)
• If Add-in is not found, user submits a review request by emailing IS.Helpline@ed.ac.uk (this will generate a UniDesk call)
• IS Helpline passes call to CO, which also sends an email to CO.
• CO follows process, using email as communication channel rather than UniDesk (ensuring that the unique UniDesk email is always part of the correspondence).

4. Sections of the University that do not use UniDesk and do not have Computing Officers:

• This will follow a combination of the two processes above.
• User checks SharePoint site for intended Add-in.
• If Add-in is found, user enrols (Guidance available on SharePoint site)
• If Add-in is not found, user submits a review request by emailing IS.Helpline@ed.ac.uk (this will generate a UniDesk call)
• IS Helpline passes call to the computing rep of the caller. (or Service Management, where there is no computing rep). this also sends an email to the computing rep or SM.
• Computing rep or SM acts as CO and follows process, using email (or UniDesk) as communication channel as applicable. (Ensuring that the unique UniDesk email is always part of the correspondence).

Don't use UniDesk? See details of how to request Add-in Review below.

If the Add-in you intend to use is not deployed, simply submit a review request by emailing IS.Helpline@ed.ac.uk. Ensure you provide the information below in the email:

• Name of Add-in
• Name of Add-in
• Brief Description
• Purpose/Justification of Use
• Any Approval Obtained? (if Yes, provide details of approval and attach evidence)
• Provide any other Useful Information