(process_project_initiation)=

# Project initiation

## Purpose

Each project in the Turing TRE must go through an initiation process.
This involves recording the scope of the data and research that will be carried out, as well as the people who will be doing this.
The purpose of this document is to define the process by which this information is recorded.

## Scope

This procedure covers all projects running in the Turing TRE.

## Responsibilities

:::{table}
:widths: auto
:class: responsibilities

| Role | Responsibility |
| ---- | -------------- |
| {ref}`role_project_team` | Filling out project initiation form |
| {ref}`role_project_data_manager` | Filling out project initiation form and requesting Azure credits |
| {ref}`role_trusted_research_data_manager` | Creating Sharepoint folder and GitHub issue |

:::

## Procedure

:::{mermaid}
:name: Process flowchart
:align: center

   flowchart TD
      sharepoint(🧑‍💻 Create Sharepoint folder)
      github(🧑‍💻 Create GitHub issue)
      form(🧑‍🏫 Complete initiation form)
      azure(🧑‍🏫 Obtain Azure credits)
      sharepoint-->github
      sharepoint-->form
      form-->azure

      classDef trusted_research_data_manager fill:#dae8fc,stroke:#6c8ebf;
      classDef project_team fill:#fff2cc,stroke:#d6b656;

      class sharepoint,github trusted_research_data;
      class form,azure project_team;
:::

1. **Create Sharepoint folder**:
   - **Responsible:** {ref}`role_trusted_research_data_manager`
   - Navigate to the [Trusted Research Sharepoint](https://thealanturininstitute.sharepoint.com/sites/TRESA/Shared%20Documents/Forms/AllItems.aspx)
   - Copy the **{menuselection}`templates --> YYYY-MM generic project template`** template to the **{menuselection}`project_sres`** folder, giving it an appropriate name
   - Give edit access to all {ref}`data managers <role_project_data_manager>` for this project

2. **Create GitHub issue**:
   - **Responsible:** {ref}`role_trusted_research_data_manager`
   - Create a new issue on the [trusted-research repo](https://github.com/alan-turing-institute/trusted-research/issues/new/choose) using the `SRE deployment` template
      - **Project name:** _An informative name for the project._
      - **SRE name:** _Choose a short SRE ID to identify the SRE._
      - **Data Safe Haven version:** _Ask the {ref}`system administrators <role_trusted_research_sysadmin>` which Data Safe Haven version is being used._
      - **Project SharePoint folder link:** _The folder you created_
   - Add this issue to the [TRESA - SRE board](https://github.com/orgs/alan-turing-institute/projects/25/views/1?layout=board)
   - Assign this issue to a specific {ref}`system administrator <role_trusted_research_sysadmin>` and {ref}`data manager <role_trusted_research_data_manager>` who will be the primary Trusted Research team contacts for this project.

3. **Complete initiation form**
   - **Responsible:** {ref}`role_project_data_manager`
   - Work with the {ref}`project team <role_project_team>` to decide on the appropriate security tier using {ref}`this guidance <determine_security_tier>`.
   - Work with the {ref}`project team <role_project_team>` to complete the **Project Initiation Form** using {ref}`this guidance <complete_project_initiation_form>`.
   - Add the signed form to the **{menuselection}`project_initiation --> signed`** folder in Sharepoint

4. **Obtain Azure credits**
   - **Responsible:** {ref}`role_project_data_manager`
   - Work with the {ref}`project team <role_project_team>` to estimate Azure costs using {ref}`this guidance <estimate_azure_costs>`.
   - Make a request for Azure credits using {ref}`this guidance <request_azure_credits>`.