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 reviews need to 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.

• Approved by manager/head/HOD of the school the request is coming from. (Email approval can be attached)     
• Evidence of Service Management review and approval, to ensure Add-In can be deployed. (Raise Partial Call)
• Evidence of InfoSec assessment and approval of requested Add-In, (where required; Raise partial call).
• Complete and attach DPIA and EqIA for requested Add-in.
• Provide 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 then deploys add-in.
• CO and requester is notified that Add-In is available for enrollment.

 C. If Add-In is not approved, Service Management adds Add-In to a list of rejected 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