Projects

In the Projects menu option:

• Project users find a consolidated view of their projects, the data transfers, and the tools and resources enabled for the project.
• Project Leaders and Permission Managers can manage project users.
• Data Managers of a project can submit a data transfer request.

Projects view

From the project’s menu option, users can see the list of their projects.

The projects displayed can be filtered by using the Search function.

By clicking over a project, users can display the project’s details:

• Project Details tab
• Data Transfers tab
• Resources tab
• Services tab
• Users tab
• Additional information tab

Project Details tab

The details tab shows the project’s general settings:

• Code: A unique identifier for the project

• Hosting Node: Name and code of the node where the project is hosted

• Archived: Yes / No

• Expiration Date: Date when the project expires.

• Legal Approval Group: Group responsible to confirm compliance with legal basis and approve production DTRs.

• Data Specification Approval Group: Group responsible to review data transfer’s Data Specifications and approve production DTRs.

• Legal Support Contact: Contact email address to engage support about ethical and legal questions.

• Enable SSH Access: Indicates if SSH access has been enabled for the project.

• Enable Resources: Indicates if resources have been enabled for the project. The resources tab will be shown/hidden accordingly.

• Enable Services: Indicates if services have been enabled for the project. The services tab will be shown/hidden accordingly.

• Identity Provider: Source user identity provider specified for the project. By default is SWITCH edu-ID, but a node-specific pre-defined identity providers may be selected.

• IP Ranges: IP range(s) from where client connections to access B-spaces is permitted.
  If the user is connecting from an IP outside of the IP range, the message “Your IP address is not within the valid IP address ranges of the project” is displayed.

Data Transfers tab

The data transfers tab displays the list of data transfer requests submitted by the project.

• From the Search box, users can search for specific data transfer requests by any content as search criteria.

• +DATA TRANSFER: Function to submit a new Data Transfer Request. Note that this option is only visible to the project’s Data Manager(s). The data transfer request list is also accessible from the Data Transfers menu option.

Users tab

Displays the list of users and their role in the project.

Authorized flag:

This badge is displayed next to a project user when they have completed the mandatory BioMedIT training modules: Information Security Awareness Training

Terms Of Use Accepted: 2.3

This version number represents the last Terms Of Use the user accepted.

Additional information tab

Notes, comments and relevant information details. Note that this field is only editable by admins (Node Managers and BioMedIT Support).

Resources tab

Displays the access links to the node-specific tools and applications configured for the project. It offers these fields:

• Name
• Location - a valid URL that points to the resource
• Contact - a valid email address whom to contact
• Description - a simple textfield

These resources are defined per project only. Because of this limitation, we added the services tab (see below) which offer more flexibility.

Services tab

Similar to the resources tab but more flexible. Displays the node-specific tools assigned to a given project as well as the tools assigned to individual members of that project. The aim is that Portal serves as a central point for node-specific information. The data field (see example below) allows the use of markdown language which will be automatically nicely rendered as rich text in Portal.

To create a new entry, node admins simply need to issue a POST request:

POST /backend/projects/<project_pk>/services/

{
    "name": "Special Tools",
    "description": "A collection of special tools for a project",
    "data": "# Title\n*   feat 1 explained\n*   feat 2 explained",  # <- Markdown language
    "state": "CREATED" # valid states: INITIAL, PROGRESS, CREATED, LOCKED, ARCHIVED
}

Where the project_pk is the primary key of a given project (not the project code). Node admins and -viewers will then see the service(s) nicely rendered in the services tab.

To view, update or delete a project service entry, use the

/backend/projects/<project_pk>/services/<service_pk>/

endpoint and the GET, PUT or DELETE http verbs. service_pk is the automatically assigned primary key of a service.

In addition, services can also be assigned to project members, by sending a POST request to this endpoint:

POST /backend/projects/<project_pk>/members/<user_pk>/services

{
    "name": "Special Tools",
    "description": "A collection of special tools for a project",
    "data": "# Title\n*   feat 1 explained\n*   feat 2 explained",
    "state": "CREATED" # valid states: INITIAL, PROGRESS, CREATED, LOCKED, ARCHIVED
}

Where the project_pk is the primary key of a given project (not the project code) and user_pk the primary key of the user. If the user is not member of the specified project, you’ll receive a 404 error.

Once a project service is assigned to a project member, users then are able to see the current state of their assigned project services in the services tab.

To view, update or delete a project service entry, use the

/backend/projects/<project_pk>/members/<user_pk>/services/<service_pk>/

endpoint and the GET, PUT or DELETE http verbs. service_pk is the automatically assigned primary key of a service.

Note 1: these services serve information purposes only, have no implicit functionality. In particular, they do not trigger any mails being sent to the user.

Note 2: the service name must be unique and a service can only be assigned once to a project or project member. The service name can be freely chosen.

Note 3: currently the action field has no meaning or implicit functionality.

Note 4: there is no GUI planned to edit service information data.

User roles

User roles are set for each project. Each authorized BioMedIT user can have several user roles and can be assigned access to several projects.

Roles and responsibilities

Project Leaders (PL):

• responsible and accountable for the project
• responsible for the data lifecycle management of the project
• acts as contact point for escalations and security incidents within the project
• responsible to discuss the setup and configuration of the project space for the project with representatives of the BioMedIT Nodes
• responsible for case-by-case authorization of Data Transfers out of the B-space
• assigned to the project in the User Role of “Permissions Manager” by default and with that is responsible to assign authorized BioMedIT users
• responsible to assign the User Role of “Permissions Manager” to authorized BioMedIT users
• responsible to ensure that at least one authorized BioMedIT user was assigned to the project space in the User Role of “Data Manager”
• can act as “Permissions Manager” and/or “Data Manager” and/or “(default) User”
• responsible to revoke access rights to the project space
• informed about every user change (add/remove) via email notification
• there can be multiple PLs per project

Permissions Manager (PM):

• accountable to the PL
• each project must have at least one project member with the User Role of “Permissions Manager”
• responsible for assigning the User Roles of “(default) User” and “Data Manager” to authorized BioMedIT users and with that granting them access to the project space
• responsible to revoke access rights to the project space
• acts as contact for the new project members to support them with registration and authorization as users of BioMedIT

Data Manager (DM):

• accountable to the PL
• each project must have at least one project member with the User Role “Data Manager”
• responsible for unpacking and decryption of data packages within the B-space
• responsible to extract data from the B-space for transfer out of the project space only following explicit authorization of the PL
• responsible to place the request(s) for Data Transfer(s) from a Data Provider to the project

User:

• accountable to the PL
• has access to one or several project spaces following authorization
• responsible for data processing within the B-space

No Role:

• accountable to the PL
• can access the project’s details in the Portal, but has no access to the B-space.
• mutually exclusive with other roles

Managing project users

When clicking on the Edit project button the top-right corner, you will be taken to edit page.

Adding users to a project

1. In the Users field, enter the user’s email address and click on +USER. Note that the user(s) must have an account in the portal.
2. You will be asked to confirm the user’s details before adding it to the project.
3. Review the details of the user, and click on ADD to confirm it.
4. You will return to the list of project users. Assign a role to the user by clicking on the corresponding checkbox(es).
5. Click on SAVE.

Removing users from a project

To remove users from the project, the Project Leader or the Permissions Manager should:

• Click on the 'x' next to the user’s name.
• After any change, click on SAVE

Submitting a Data Transfer Request

To submit a Data Transfer Request (DTR), click on +Data transfer. The data transfer creation form will be displayed.

Complete the required fields:

• Unlimited / One Package: Select if the DTR will cover one or multiple data transfers

• Data Provider: Select the Data Provider from the drop-down list

• TEST / PRODUCTION: Select TEST if mock data will be sent, or PRODUCTION if the data will contain patient real data

• Additional Data Recipients: Enter the email(s) of the data recipient(s) and click on the +USER button.
  Note that recipients can only be users with the Data Manager role in the project.

• Legal Basis: If transferring real data (purpose PRODUCTION), enter the legal agreement (i.e. DTUA, DTPA) document name

• Data Specification: If transferring real data (purpose PRODUCTION), include the link to the Data Specification
  

  Example: https://git.dcc.sib.swiss/admin/projects/project-space/example-project/data-transfer/-/tree/main/data-transfer-1?ref_type=heads

Click on SAVE.

A new DTR will be created in INITIAL status. Confirmation emails with the DTR’s details are sent to the DTR requester, recipient(s), and approvers.

DTR Approvals

When the DTR is created, the following approval requests are submitted in parallel:

1. Node(s) Approval: As data processors, the involved node(s) must confirm the presence of a pre-existing legal basis for the data transfer and ensure that the necessary technical infrastructure is in place to support it.

2. Legal Compliance Approval: For SPHN/NDS projects, facilitated by the DCC ELSI Help Desk group who verifies the existence of a legal basis (e.g., DTUA, Consortium agreement) for the data transfer. For non-SPHN projects, a dedicated local Legal Compliance group may be optionally configured.

3. Data Specification Approval: For SPHN projects, the DCC will review and approve the data specification documents referenced in the ‘Data Specification’ link. This process ensures the compliance with the SPHN Semantic Interoperability Framework.

4. Data Provider Coordinator Approval: This approval request is triggered only when the previous approvers, (1),(2) and (3) have submitted theirs.

The Data Provider Coordinator is then requested to confirm if the data delivery has been approved through their internal governance processes.

When all approvers approve the request, the DTR status changes to AUTHORIZED, and data can then be transferred. Notification emails are sent to all parties involved in the data transfer:

If any of them rejects the DTR, its status is set to UNAUTHORIZED.

Monitoring the approval status of a Data Transfer Request

The status of a DTR is displayed in the last column of the DTR list.

Approval Status

• INITIAL: The DTR was submitted, but it has not yet been approved.
• AUTHORIZED: All approvers have authorized the DTR. The Data Provider can now send the data.
• EXPIRED: The Data Provider sent the maximum allowed number of data packages, and no additional data can be sent under this DTR ID
• UNAUTHORIZED: The DTR was previously authorized but is currently unauthorized for some reason (i.e., The BioMedIT Node is offline, problems with user permissions, issues on the Data Provider's end, etc.)|

Data Transfer details

When clicking on a particular data transfer, a pop-up window shows additional information

• Details tab
• Logs tab
• Approvals tab

Details tab

Displays the attribute values of the DTR as submitted by the project’s data manager.

Logs tab

Displays the individual data packages transfer logs - routing information and whether the data has arrived to the project workspace.

Approvals tab

Displays the current approval status of a DTR by all approval groups.