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This page contains the initial set of permission-based roles to manage application functionality access
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within the UCF NextGen platform.
The roles could potentially expand as we learn more about customer usage.
Overview
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Platform Administrator - manages access.
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| Table of Contents | ||
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Overview
We will grant access across all product areas with the following roles.
Owner - full access to account and community
Contributor - full access to account-owned documents, diagrams …
Reviewer - read and tag access to account (note: tagging or classifying will come later)
Reader - read access to account
In addition to the product-specific roles, there are two additional administrative roles:
Role | Functionality Access |
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Reader | read access to any content, both private and community. Will be able to perform collaborative tasks such as commenting and tagging. |
Editor | all capabilities of Reader, in addition can manage content (e.g., create, update, delete, publish …) for all account-owned content |
Administrator | all capabilities of Editor, in addition can assign other administrators as well as manage other team members such as inviting others and assigning roles. |
Owner | all capabilities of Administrator and Billing Administrator, in addition can delete the account. |
Billing Administrator | manages subscriptions and billing. |
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| Info |
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Note
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Role-based User Seat Limits
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As of 8/2/24 the only limits for an account are 1 owner. Specifics on requirements such as what to do exactly when they hit those limits and when do we check the limit, when they are invited vs when they accept an invite, etc still need to be determined. |
Role | Current Seat Limits | Suggested Seat Limits | Increaseable via purchase? |
|---|---|---|---|
Reader | None - TBD | Unlimited or 10 | Maybe |
Editor | None - TBD | 3 | Yes |
Administrator | None - TBD | 2 | Yes |
Owner | 1 | 1 | No |
Billing Administrator | None - TBD | 2 | No |
Product-specific Access
After analyzing the different jobs-to-be-done (JTBD), we identified the following access requirements:
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Visibility: private, community, or both
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Ownership: account-owned vs. not-account-owned or both
Actions | create, read, update, delete, tag, classify, publish, comment |
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Scope |
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specific object access (e.g., “glossary A”, “dictionary C”, “PlantUML Diagram 1” …) |
| Info |
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Note: in the short term, we will not implement scope, but will add later. |
Discussion topic: Many modern SaaS applications include collaboration aspects where users can individually grant access to specific documents, diagrams … for others to comment on or edit.
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Scope and collaboration
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may end up being the same thing
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.
PlantUML
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Functional Roles
Description of the two functional roles not taking scope into account at this time.
Role | Description |
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Ownership
Actions |
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Scope
Comments |
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Reader |
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Read access to all |
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Private and Community
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account-owned |
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All (create, update, delete, …)
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All (any PlantUML diagram)
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PlantUML Contributor
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Access to all account-owned diagrams whether private or community
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Private and Community
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Account-owned only
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All (create, update, delete, …)
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All (any PlantUML diagram)
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PlantUML Reviewer
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Review access to all account-owned diagrams whether private or community
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Private and Community
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Account-owned only
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Read and comment
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All (any PlantUML diagram)
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Their role-specific actions such as comment won’t be available early on which makes this role identical to “reader”
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PlantUML Reader
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content (PlantUML, Glossary, Dictionary …) whether private or community. | Read. | Collaboration capabilities such as commenting will be added later. |
Editor | Edit access to all account-owned |
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Private and Community
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Account-owned only
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Read
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All (any PlantUML diagram)
Glossary
Glossary (as opposed to PlantUML and Dictionary) access must have Scope defined early on to ensure only specific users can access sensitive information.
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Role
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Description
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Visibility
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Ownership
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Actions
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Scope
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Comments
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Glossary Owner
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Access to all private and community glossaries including search
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Private and Community
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Account-owned and not-account-owned
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All
Create and manage glossaries and manage a set of terms in those glossaries
Manage access to each glossary
Search third-party dictionaries
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All (any glossary)
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Must be able restrict access to specific glossaries to person, group or team (could start with users)
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Glossary Contributor
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Must be able access all account-owned glossaries whether private or community and search as long as have permission to access those glossaries
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Private and Community
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Account-owned only
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Create, read, update, and delete terms within glossaries
Search third-party dictionaries
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Only those given access to
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Glossary Reviewer
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Must be able access all account-owned glossaries whether private or community as long as have permission to access those glossaries
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Private and Community
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Account-owned only
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Read and comment on terms
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Only those given access to
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Their role-specific actions such as comment won’t be available early on which makes this role identical to “reader”
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Glossary Reader
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Must be able access all account-owned glossaries whether private or community as long as have permission to access those glossaries
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Private and Community
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Account-owned only
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Read glossary terms
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Only those given access to
Dictionary
Dictionary access need not have Scope defined for early access, but might be needed for GA. The hypothesis is that organizations will only have one dictionary that will be “federated” with the compliance dictionary for citation tagging for their private documents.
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Role
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Description
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Visibility
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Ownership
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Actions
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Scope
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Comments
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Dictionary Owner
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Access to all private and community dictionaries including search
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Private and Community
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Account-owned and not-account-owned
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All
Create and manage a compliance dictionary and manage a set of terms in that dictionary
Search third-party dictionaries
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All (any dictionary)
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We hypothesize that only one dictionary will be needed.
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Dictionary Contributor
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Must be able access all account-owned dictionaries whether private or community and search
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Private and Community
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Account-owned only
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Create, read, update, and delete dictionary terms within a dictionary
Search third-party dictionaries
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All (any dictionary)
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Dictionary Reviewer
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Must be able access all account-owned dictionaries whether private or community
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Private and Community
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Account-owned only
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Read and comment on terms
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All (any dictionary)
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Their role-specific actions such as comment won’t be available early on which makes this role identical to “reader”
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Dictionary Reader
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Must be able access all account-owned dictionaries whether private or community
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Private and Community
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Account-owned only
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Read terms
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All (any dictionary)
Administrative Roles
Regardless of the products subscribed to, administrators are required to set up the account and grant access to users.
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Role
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Description
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Actions
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Comments
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Platform Administrator
content (PlantUML, Glossary, Dictionary …) whether private or community. | All functional tasks (create, update, delete, publish …). | ||
Administrator | Manages access to the application. | All functional tasks plus manage users (invite, revoke, remove …). | |
Owner | Manages all IT Infrastructure including SaaS applications |
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Manage users (invite, revoke, remove …)
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. | All functional and administrative plus able to delete the account. | |
Billing | Manages all financial related topics including SaaS subscriptions. | Choose and pay for subscription. |
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Jobs to Be Done (JTBD)
Below are the identified jobs that need to be done with their respective permission-based roles.
PlantUML
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Persona
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Task Name
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Situation
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Motivations
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Input
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Output
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Permission-Role
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Compliance Katherine
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Create and manage PlantUML Diagrams
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When I document compliance processes
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I want to create a repeatable process for the compliance team to easily follow
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CCH content including CDOCs, audit questions …
Community accessible PlantUML diagrams
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Set of PlantUML diagrams
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PlantUML Owner
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Process Peter
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Create and manage PlantUML Diagrams
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When I document or review my organization's process
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I want to assist my director in building repeatable compliance processes
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CCH content including CDOCs, audit questions …
Account-owned PlantUML diagrams created by others
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Set of PlantUML diagrams
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PlantUML Contributor
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Analyst Alberta
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Organize PlantUML Diagrams
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When I review my superiors process diagrams
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I want to help the team make compliance process diagrams easily accessed for others
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Disorganized set of PlantUML diagrams
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Organized set of PlantUML diagrams
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PlantUML Reviewer
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Doer Dan
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Search for, review, and download PlantUML diagrams
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When I help a team with a process that includes compliance steps
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I want to make sure we do all the right steps the first time
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Organized set of PlantUML diagrams
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Set of files or hyperlinks updated on our SharePoint collaboration site
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PlantUML Reader
Glossary
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Persona
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Task Name
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Situation
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Motivations
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Input
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Output
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Permission-Role
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Compliance Katherine
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Create and manage corporate glossaries
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When I define corporate policies
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I want to ensure everyone in the company has a common understanding of the terms within our policy
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Company policies
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A set of glossaries and terms
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Glossary Owner
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Process Peter
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Create and manage company glossaries
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When I document or review my organization's policies
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I want to assist my director in building repeatable compliance processes
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Company policies
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A set of glossaries and terms
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Glossary Contributor
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Analyst Alberta
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Organize glossaries
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When I review my superiors glossaries and terms
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I want to help the team make company glossaires easily accessed for others
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Disorganized set of glossaries and terms
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Organized set of glossaries and terms
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Glossary Reviewer
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Doer Dan
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Search for, review, and read glossary terms
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When I help a team with any well-defined process
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I want to make sure we do all the right steps the first time
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Organized set of glossaries and terms
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Set of files or hyperlinks updated on our SharePoint collaboration site
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Glossary Reader
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Employee Edgar
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Review terms
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When I read through a company policy document
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I want ot make sure I understand the terms defined in the policy
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A company glossary
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An understanding of the terms
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Glossary Reader
Dictionary
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Persona
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Task Name
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Situation
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Motivations
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Input
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Output
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Permission-Role
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Compliance Katherine
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Create and manage a compliance dictionary
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When I map in private policies
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I want to map our policies to UCF's common controls
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Company policies
UCF tools
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My organization's compliance dictionary with terms
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Dictionary Owner
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Process Peter
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Create and manage a compliance dictionary
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When I document or review my organization's policies
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I want to assist my director in building repeatable compliance processes
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Company policies
UCF tools
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My organization's compliance dictionary with terms
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Dictionary Contributor
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Analyst Alberta
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Organize dictionaries
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When I review my superiors dictionaries and tersm
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I want to help the team make compliance dictionaries easily accessed for others
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Disorganized set of dictionaries and terms
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Organized set of dictionaries and terms
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Dictionary Reviewer
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Doer Dan
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Search for, review, and read dictionary terms
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When I help a team with a process that includes compliance steps
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I want to make sure we do all the right steps the first time
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Organized set of dictionaries and terms
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Set of files or hyperlinks updated on our SharePoint collaboration site
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Dictionary Reader
Personas
Note: these will be moved out to the persona pages
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Persona
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Title
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Role
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Compliance Katherine
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Director of Compliance
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Leads compliance team at fin-tech organization
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Process Peter
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Compliance Manager
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Member of compliance team at fin-tech organization
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Analyst Alberta
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Compliance Analyst
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Junior member of the compliance team
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Doer Dan
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Operations manager
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Supports all business departments in their operational tasks
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Employee Edgar
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Any employee
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Administration and other tabs
Detail on the navigation tab
| Note |
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This section is outdated and needs a refresh as of 6/27/24 |
Role | Who can view/access? | Who can manage? | Details on permissions |
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Edit (personal profile) | Reader, Editor, Administrator, Owner, Billing | All can view and edit their personal profile. | |
Team | Reader, Editor, Administrator, Owner | Administrator, Owner | |
Add workspace | None | This is for UC employees ONLY | |
Workspace settings | Administrator, Owner | Administrator, Owner | |
Plans | Administrator, Owner | Administrator, Owner | |
Billing | Owner, Billing | Owner, Billing | This includes API |