Log user and project information#

This task is the responsibility of Trusted Research Environments Service Area (TRESA).

The users that have access to a specific TRE are ultimately determined by Microsoft Entra ID in the Safe Haven Management environment. Before TRESA can add them there, the Project Team will Collect user information in a spreadsheet for all users requiring access to the TRE. TRESA need to ensure this information is accurate and to monitor the completion of user training and Terms of use signing for each user.

TRESA also need to ensure users’ training and other access requirements expiry is tracked. This is explained below - access is then reviewed regularly; see Regular Tasks.

Monitoring user training completion#

  1. Go to the project folder you created in Sharepoint

  2. Open the user-information -> users spreadsheet

  3. For each user, send the relevant Terms of Use document found in the SharePoint folder under terms-of-use to sign with DocuSign. The Project Team should have logged whether the project is working with NHS patient data at the top of the users spreadsheet.

  4. Save each user’s signed Terms of Use in the user-information -> training-certificates folder, where the Project Team will also add certificates for required trainings.

  5. As users provide evidence of the different requirements (for instance, training or signing Terms of Use), record the date of completion for each of these in the users spreadsheet in the columns provided (use m/dd/yyyy format). Where a particular training is not relevant, you can delete the relevant columns.

  6. When adding a completion date, you should see the column on the right update with an expiry date. For the terms of use, this is 1,094 days (3 years) and for other trainings is 364 days (1 year) after the completion date.

  7. If the Project Team have alerted TRESA to any additional requirements that are project specific (for instance, showing affiliation with a particular research body), they must also the provide the necessary training certificates for these. Where this is the case, a new date column pair should be set up in the users spreadsheet similar to the others to track this training.

  8. Once the users have completed all the requirements, you can move on to Create users in SHM.

Centralising user and TRE information#

Important

Keep the central record of all users and projects up to date.

In addition to keeping user information in the project-specific folders, TRESA should also keep a central record of all users and SREs, as it is much easier to review this information when required. For the time being, this is done in a centralised spreadsheet on the TRESA Sharepoint that can be found in Documents -> information_governance -> all_users_and_projects. This spreadsheet has two tabs: users and projects, and has rules set up to flag users or SREs whose training has expired or whose information is incomplete.