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 Leads and Permission Managers can manage project users.
• Data Managers of a project can submit a data transfer request.

Projects view

By clicking on the arrow icon next to the project’s name, users can display the project’s details:

For each project, the project users will see:

• Project Code: A unique identifier for the project

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

• Project Users: List of project user names detailed by role:

  • Project Lead
  • Permissions Manager
  • Data Manager
  • User

• BioMedIT Authorized User flag:
  This icon is displayed next to a project user when they have completed the mandatory training requirements:

  • Information Security Awareness Training
    
    

• 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.

• Resources: Access links to the tools and applications enabled for the project (for example: Remote Desktop, GitLab, Confluence, etc.)

• Data Transfers: Displays the list of data transfers carried out in the project detailed by:

  • Transfer ID, Data Provider, Maximum number of packages, Requestor, Purpose, Last Changed and Status
  • On the right side, the icon allows to search for specific data transfers request by any of the above fields as search criteria.

• +DATA TRANSFER: Function only visible for Data Managers, to submit a Data Transfer Request (DTR).

• (Edit): Function only visible for Project Leaders and Permissions Managers.
  It displays additional project information and the option to manage users.

Managing project users

When clicking on the icon, the window below is displayed with the following details:

• The Project Name
• The Primary BioMedIT Node where the project is hosted.
• The option to add/remove users and assign them permissions.

User roles

Project Leaders can add users to the project by entering their accounts in the Users field and assigning them permissions by selecting a role.

The possible project roles are the following:

• Project Leaders: Can add/remove users and assign the Permissions Manager, Data Manager and User roles
• Permissions Manager: Can add/remove users and assign the Data Manager and User roles
• Data Manager: Can submit and monitor Data Transfer Requests (DTRs).
• User: Can access project resources.

Adding users to a project

1. In the Users field, enter the user’s email address and click on +USER. Notice that the user 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

The following window 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

• Requestor: Select the Requestor 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

• Check box: Confirm if you agreed with the Data Provider which data should be sent

• 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: