RDMS AUTOMATED FILE EXTRACT SERVICE REQUEST APPROVAL FORM

Transcription

1 AUTOMATED FILE EXTRACT SERVICE REQUEST APPROVAL FORM This form is intended for University of California Office of the President Risk Services (OPRS) affiliates. The form is designed to collect key information from OPRS customers for approval and setup of an automated file extract from the UCOP Risk Data Management System () environment to external recipients. HIPAA guidelines cover this data. The requesting approver is responsible for compliance from the point the data has been securely delivered. You will be asked to provide how this data be stored, how this data be shared, and with whom. Data identified as Patient Safety Work Product (PSWP) as defined by the Patient Safety Act of 2005 is covered by the UC Systemwide Patient Safety Evaluation System Policy. Use of these data may be used for patient safety and quality improvement purposes as defined within the policy. Please see the policy for details. Process for Approval: This form is available on the website: All fields must be completed on this form. For questions regarding this form contact Please provide the requestor IT contact person, and any applicable service ticket number on this request form in section Requestor IT Contact. If the request is approved, the team will work with the designated IT contact to set up the file transfer through our partner Production Control Shared Services Center ( at UC Berkeley. 5. Return this form to with an approval given by the person within the requesting organization who has the appropriate level of authority for the request. 6. UCOP will evaluate the request, and may have additional questions before giving final approval 7. The person named in section Requestor Information, will be the contact person for UCOP. Page 1 of 5

2 AUTOMATED FILE EXTRACT SERVICE REQUEST APPROVAL FORM 1. Requestor Information Person requesting extract Name: Requestor s title Role: Requestor s campus Company/Campus: Requestor s department Department: Requestor s telephone number Phone: Requestor s address Requestor s mailing address Address: Request Date Date: 2. Recipient Information Contact for file delivery Name: Recipient s title Role: Company/Campus: Recipient s company/campus Phone: Recipient s telephone number Recipient s department Department: Recipient s address Recipient s mailing address Address: 3. Purpose HIPAA guidelines cover this data. The requesting approver is responsible for compliance from the point the data has been securely delivered. Description: Describe the purpose of the file extract and how the file will be used. Target Audience: How will this data be shared, and with whom? Target System: How will this data be stored? Original Source System(s): If known, the original source system(s) of the data prior to. Example: RL Feedback. Page 2 of 5

3 AUTOMATED FILE EXTRACT SERVICE REQUEST APPROVAL FORM 4. Data Requirements must be included in this request form Add additional rows as needed. Add additional columns as needed. Field Caption Field Description Field name in (if known) Data Type (date, text, numeric) 5. Optional Data Formatting Filter data by date, UC, or other fields Extract Criteria: Field caption, ascending, etc. Sort Order: 6. Delivery Schedule annual, daily, monthly, quarterly Frequency: Desired delivery date Start Date: Desired delivery time Time: 7. Requestor IT Contact After UCOP approval, will work with requestor IT contact to setup file transfer through PCSSC. Name Phone Requestor Service Request Ticket Number 8. File Format: all files are transmitted in this format File Format: File Name: Field Name Header: Encryption: Compression: Additional Manifest file: Pipe delimited csv Standard Convention Optional PGP encryption Not compressed Optional: Date of Creation, file name, number of total records 9. File Transport. All files are transmitted through our partner PCSSC. PCSSC GoAnywhere managed file transfer with PGP encryption Page 3 of 5

4 AUTOMATED FILE EXTRACT SERVICE REQUEST APPROVAL FORM 10. Requesting Approval This form must be submitted with a signature from the person requesting the data who has the appropriate level of authority for the approval of this request. Signature Date Printed name Title, Department, and Location 11. UCOP Approval This request will be reviewed and signed by a person from UCOP who has the appropriate level of authority for the approval of this request. Signature Date Printed name Title and Department Page 4 of 5

5 AUTOMATED FILE EXTRACT SERVICE LEVEL AGREEMENT Support Hours Support tickets should be submitted to Support availability: 9am-5pm (Pacific), Monday through Friday, except for UCOP holidays: You can expect to hear back within 24 hours or sooner during supported hours. Timing of Data Extracts data extracts are processed on a pre-negotiated schedule. Extract File Transmission Upon request, outbound files can incorporate or be accompanied by a manifest file containing a count of records. Outbound data extract failures will be identified, and recipients notified if a scheduled delivery cannot be met. File Transmission Errors monitors the inbound data coming from the vendor for some errors, but is dependent upon the vendor to fix the errors. cannot be held responsible for missing or incorrect data or files. RL Solutions Data Extract receives daily extracts from RL Solutions Monday through Friday. The Monday file will contain activity for Friday, Saturday and Sunday. will pass the files received from RL, based on the date the transmission is received from RL. RL triggers files to be transferred to the based on the last modified date in the file. The extract data can be provided as daily deltas (new, changes, and deletes), or as a full data set (all data) in the date range regardless of whether it has been updated. Multi-list data in the vendor application is de-normalized within. Each value in the multi-list is represented as a separate row in the extract. The timing of the development of new extract requests, and subsequent changes to an existing extract (adding and removing fields), is subject to prioritization based upon all project deliverables and resource availability. Requests that include new fields added to the vendor application can be available upon request for extract within 60 days after the month in which the changes took effect in the vendor application. Termination of an established export can be made by either party with a 30 day notice. The receiving party is responsible for all data mapping and translation from the export file. Upon request, we can provide a data dictionary of fields available. This SLA is not a legal document, is not a contract between any parties, and is subject to change. SLA as of 10/24/18 Page 5 of 5