Description of functionality for the process of Processing access requests
Introduction
This article describes the specific functionality established for the "Access Request Processing" process. In addition to system capabilities and capabilities in standard case management, the process has the following functionality:
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Integration with eInnsyn
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Workflow
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Reductant
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Public form
Integration with eInnsyn
The integration with eInnsyn is handled by the spoke "UH eFormidling Spoke". Every 5 minutes, UH Sak v / ServiceNow retrieves new registered access requests and creates corresponding case complex for further case processing.
To ensure that cases are routed correctly and that the correct processing unit is set, access requests are split at the registration level. A case file with two registrations and associated documents will then become two unique cases in UH Sak. For example:
We receive the following information with the access request from eInnsyn:
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Orderer's e-mail address
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eInnsyn's unique ID on current Access request
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Name of unit (E.g. NTNU)
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Case number folder
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Journal entry
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Document number
Workflow
The Transparency Request Management workflow has the following order:
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Creating a case
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Case processing
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Approval
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Dissemination of decision
Creating a case
An application for a request for access may be made in the following channels:
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Outlook add-in
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Manually registered by case worker
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Publicly available form
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eInnsyn
Case processing for the first three channels is identical, here the case worker must manually search for the documentation and there is no metadata that can contribute to case routing and access management.
For access requests that come via eInnsyn , there are the following support functions:
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Lookup against the archive core. If the system is able to find the specified case folder and journal entry in the archive kernel, the following will occur:
a. The case worker will be assigned to the same case worker who originally handled the case (If he exists as an active user)
b. The case processing unit will be assigned the same department as the original casesdeals with
c. Documentation will be downloaded. Both public version and archive version if present.
Case processing
Case processing consists of assessing the documentation requested for access and, if necessary, redactingon the documentation where it can be partially appropriated.
If a new or updated public version of the documentation is created in the process, it will be uploaded on the original case if possible. This happens automatically if access is Granted or partially Granted.
Approval
Approval of the Freedom of Information request follows the same process as during basic case processing.
Dissemination of decision
When the decision is approved, all documentation that has been granted access to will be collected on the same registration. The documents sent out will now be able to be viewed together under the tab 'Documentation' and the decision that has been prepared. The decision will be so-called "Main Document".
When using the component for "Dissemination" for sending out decisions, all documentation will now be automatically included.
See also the document "Dissemination of decision"
Reductant
Reductant is a capability that is available for all processes, but for the process "Request for access", this functionality also has an interaction with the processing of the document to which access is requested. As described under "Workflow", the system can automatically identify if a new redacted version is being created and update the original journal entry.
See also the document "How to redact a document on UH Task".
Public form
UH Sak comes with the possibility of using a public form for applications for access.
Access requests that are registered via the public form become a registered case of the type "Access request".
The system will attempt to folder the provided email address of an existing user, if there are no matches, the system will create a contact. Illustrated:
