Purpose of Document

This procedure sets out the steps to be followed using the Health Data Australia (HDA) User Request service request in the ARDC Products and Services Support (HELP) in Jira. . Each step in the workflow describes the requirements or the instructions that explain the whole procedure from the time the user sends the request up to the completion of the request.

Background and Scope

The HDA User Request was created to support the requirement of the HeSANDA Project team for managing requests from the HeSANDA nodes for managing Health Data Australia data requests through the ARDC Services Self-service Portal.

This procedure aims to:

Enable Users (HDA POCs, Watchers, ARDC staff on behalf of our users) to raise a request for the addition of a new POC or Watcher for their respective organisation
Allow ARDC support staff (ARDC NII Services team, HeSANDA Project team) to easily track status, manage and access relevant information related to any HDA user request activities per organisation.

ARDC Services Self-service Portal: https://ardc.atlassian.net/servicedesk/customer/portals

HDA DARMS Account Request Workflow

The Vocabulary Service Sub-Task in Partnerships and Projects project in Jira has been set up to manage our engagement with a client or organisation wanting to user ARDC Vocabulary Service.

Workflow diagram

Workflow description

The table below describes the HDA User Request workflow procedure, the buttons available per Status, who is resposible for such action and the detailed description of each step.

	Steps	Portal or Jira Button/Action	Actioned by/Performed by (Role)	Status	Transition Description
1	Go to the Self-service Portal (NII Products and Services > Health Data Australia )		Reporter	NA	Direct link to HDA request : https://ardc.atlassian.net/servicedesk/customer/portal/14/group/64
2	Create Issue	Request or update HDA DARMS account	Reporter	NA	Click on" Request or update HDA DARMS account" Complete the following fields: Email address: This field is only visible for non-logged in users. Form submission confirmation and request update notifications will be sent to this email address. Enter your valid business email address. For POCs, enter your POC functional email Organisation Information: Organisation Name: Required field. Please specify the node or organisation name linked to this dataset. This name is solely for DARMS platform grouping purposes (e.g., viewing reports for all SA node, Monash, Menzies requests) DARMS Registration Name: Required field. . Please select from the options below. If your organisation is not on the list, please select 'New DARMS Registrant ' and then enter your DARMS Registration name in the field provided below. New DARMS Registration Name: Optional. Please enter your DARMS Registration Name. The field will only be displayed if "New DARMS Registrant' is selected in the DARMS Registration Name above Environment: Choose one. Demo: The test environment for training and demonstration purposes only Production: The live HDA Catalogue Both Demo and Production: If you wish to add a new user in both HDA Demo and Production. Access information Point of Contact (POC): Full Name: A name to associate with the POC's Jira account Business email address: Normally a functional email address Watcher: Full Name: A name to associate with the Watcher's Jira account Business email address: Maybe a functional or an individual account Add additional watcher?: Yes or No. Selecting 'Yes' will display additional fields that will allow you to enter Watcher name and email. Additional information Additional information: Please enter any information not captured above.
3	Submit	Send	Reporter	Waiting for Support	The 'Send' button will allow you to submit your request. Your issue reference number will be displayed on the screen. If you are a new user, refer to the User Quick Reference Guide (Your Portal Account) for information on how to create your Portal account profile. Jira Automation: Send an email notification to the reporter's email address with the confirmation of the creation of the request, the issue reference number and the link to the request (note that link will only work for logged in users) Send an email notification to the ARDC Service Desk team with the request details and the link to the issue
4	Review request	NA	NII Services team	Waiting for Support	Check if the request is valid and that the necessary information to process the request is provided. If the reporter is an existing POC, go to step "Refer to the DevOps team" (Step #11) If the reporter is not an existing POC and/or Organisation = "New Organisation, go to step "Refer to the HDA Project team" (Step #5) Issue Assignee: Unassigned
5	Refer to the HDA Project team	Request Project Team Approval	ARDC NII Services team	Waiting for Approval	On the upper right hand corner of the screen, go to "Waiting for Support" > "Request Project Team Approval". Add a comment as necessary. Jira Notification: Send an email notification to the HDA Project team with the Approve/Decline buttons, the issue reference number and the link to the request. Send an email to the reporter's email address notifying them on the progress of the request (change status from "Waiting for Support" to "Waiting for Approval") Issue Assignee: HDA Project team
6	Review the request	NA	HDA Project team	Waiting for Approval	Check if the request is valid. If it is for a new organisation, a new watcher or a change in an existing setup for an organisation, go to "Request for an approval from the Node" (Step #7) If it is known to be a valid request based on an existing arrangement for the organisation, go to "Approve the request" (Step #9) Issue Assignee: HDA Project team
7	Request for an approval from the Node	Request Node Authorisation	HDA Project team	Waiting for Approval	If it is for a new organisation, a new watcher or a change in an existing setup for an organisation, on the upper right hand corner of the screen, go to "Waiting for Approval" > "Request Node Authorisation". A window will be displayed asking you to choose the approver. Go to "Request for an approval from the Node" (Step #7).Add a comment as necessary. An email will be sent to the Node requesting for approval. Issue Assignee: HDA Project team
8	Authorise the request	Approve (clickable button on the email)	Node	Waiting for approval	The Node will action the email with either denial or approval of the request. Below is a sample of an email they will receive: If approved, go to "Approve the request" (Step #9) If denied, go to "Deny the request" (Step #10) Issue Assignee: HDA Project team
9	Approve the request	Approved	HDA Project team	Lookup Table Update in Progress	On the upper right hand corner of the screen, you will see the green "Approved" button. Click this button to approve the request and the grey "Decline" button to decline it. Jira email notification will also have a link or a button to approve the request. You can approve from the email directly. If approved, go to "Update Lookup Table" (Step #12) If declined, go to "Deny the request" (Step #10) Issue Assignee: HDA Project team
10	Deny the request	Declined	HDA Project team	Resolved	If the request was denied by the Node, go back to the issue and click on the "Declined" button. You may enter a comment which will notify the requester/reporter why the request was denied. Go to "Validate completion, cancellation or denial of the request" (Step #17)
11	Refer to the DevOps team	Request Lookup Table Update	NII Services team	Awaiting Lookup Table Update	On the upper right hand corner of the screen, go to "Waiting for Support" > "Request Lookup Table Update". Add a comment as necessary. Jira Notification Send an email notification to DevOps team with the issue reference number and the link to the request (Jira login required) Send an email to the reporter's email address notifying them on the progress of the request (change status from "Waiting for Support" to "Awaiting Lookup Table Update")
12	Update Lookup Table	NA	DevOps team	Awaiting Lookup Table Update	Based on the given information, update the lookup table.
13	Notify Services team when Lookup Table update is complete	Ready to create Jira Account	DevOps team	Jira Update in Progress	On the upper right hand corner of the screen, go to "Awaiting Lookup Table Update" > "Ready to create Jira Account". Add a comment as necessary. Jira Notification Send an email notification to Services team with the issue reference number and the link to the request (Jira login required) Send an email to the reporter's email address notifying them on the progress of the request (change status from "Awaiting Lookup Table Update" to "Jira Update in Progress")
14	Create Jira account	NA	NII Services team	Jira Update in Progress	Create the user's Jira account using the given email address. Ensure that: the new user is added to hda-pocs group, if POC or to hda-watchers, if a watcher. User has a Jira Service Management User (agent) role
15	Resolve the issue	Resolve this Issue	NII Services team	Resolved	Engagement Officer or Services Team has the option to cancel the issue. Explanation is required (Comments). Only the ARDC Services can close the issue. The option to reopen is available.
16	Cancel the issue anytime	Cancel	Reporter, HDA Project team, DevOps team, NII Services team	Cancelled	If at any time, there is a need to cancel the issue, go to "<Current Status>" > "Cancel". You will be required to enter a comment when a issue is cancelled.
17	Validate completion, cancellation or denial of the request	Close	NII Services team	Closed	Cancel or Declined: Ensure that there is an explanation for the cancellation or denial/disapproval of the request. Resolved: Ensure that you get a confirmation from user that they are able to access Jira. Once confirmed, close the issue. Go to "Resolved" > "Close". Add comment as necessary. Jira Notification Send an email to all Watchers and the reporter's email address notifying them of the closure of the request. End of procedure.

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