Revision Date: 2023.09.29
Table of Contents
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The main tools and applications used for Governance Operations are:
Confluence- where operational SOPs and Reliable Methods are housed. These are primarily on the Governance Confluence page.
Google Suite - where Draft documents and working documents are located.
AirTable - where IRB-related database information is stored. This is primarily used by the Regulatory and Compliance team for the maintenance of Sage IRB submissions as well as tracking of IRB work for the All of Us Research Program.
Jira - where incoming tickets are initiated and replied to both internally and externally. These tickets are primarily created and replied to via the Governance Software Project (SG), the ACT Service Desk (ACT or ACT SD), and the Synapse Service Desk (SYNSD); however, numerous other programs and projects will involve Sage Governance as needed.
Smartsheet - where program tracking is done, including the Governance portfolio and related tracking or database sheets.
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Additional tools that may be used include:
SharePoint
Microsoft Teams (when working with certain collaborators)
Jira Knowledge Center (integrates with Confluence) - ACT example
B. Information Sharing Tools
Confluence is a critical tool for Sage Governance to store and share SOPs, reliable methods, job aids and templates. As the Confluence page is further refined, Confluence is expected to become a central hub for governance reference documents.
ACT Email. The Access and Compliance Team can be contacted via act@sagebase.org or act@sagebionetworks.org
See SOP02-RM04: ACT Email for more information on managing the ACT email and gaining access.
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Privacy Officer Email. External privacy concerns can be directed to privacyofficer@sagebase.org or privacyofficer@sagebionetworks.org. Like the ACT email address, this is also a Google Group address. Management of owners, members, and email subscriptions should follow a similar process to the ACT Google Group. Members of the Privacy Officer Google Group should be limited to:
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Overall Synapse Governance documentation:
Terms and Conditions:
Caution!: These terms are being revised as OneSage Terms of Service.
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Privacy Policy
Data Use Procedure:
Caution!: This document will be taken down and revised soon. The new document will be instruction-based.
Synapse Code of Conduct
Caution!: This information will be integrated into the new Terms of Service.
Synapse Pledge:
Caution!: This document will be revised soon to reflect changes to the Terms of Service.
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AD Knowledge Portal Help Docs (data access documentation):
Conditions for Use Project (syn4297608)
This project is designed to record project-specific information for data sharing.
ACT Zone Project (syn2897380)
ACT Zone is a private project in Synapse. Main features include:
Access to the old Access Request Dashboard
Access to the Profile Validation Dashboard
Members of the Governance Synapse Team are granted edit and delete privileges. To gain access to the project, governance employees must either be added to the Governance team or be manually added to the ACT Zone project team by an administrator.
Caution!: ACT Zone information has not been updated recently and will be redesigned in the future. Much of the information in the ACT Zone will be replaced with SOPs and/or Reliable Methods.
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Governance Portfolio. See VI.C for more details.
Programs/Projects sheet, which centralizes direct-funded, indirect-effort and pending projects at Sage that will require governance support. This sheet includes project descriptions, links to project attachments and Synapse pages, key points of contact at Sage, Governance deliverables, funding details and notes.
Conferences - Webinars - Courses sheet for professional development tracking. See SOP02-RM03 for details on how this sheet is used.
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Free accounts, 30-day trial, and licensed accounts.
All Sage Bionetworks staff are provided with a free 30-day license when the account is issued. However, a license is not required for most common Smartsheet users. On the Governance Team, there will generally only be a small group of licensed account holders. Free account users are able to view and edit existing sheets, and interact with dashboards; however, only licensed users are able to create new sheet columns and create or edit dashboards.
Contact your manager if you feel that a licensed account is more appropriate for your work contributions.
Smartsheet Marketing Warning:
During the 30-day free trial, representatives from Smartsheet will contact you to push their features and to promote additional licensed users. Communicating with these representatives is completely optional. The representatives can be informed that you only need the free account for your work and will contact them if that changes.
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OKRs are reported on during monthly All-Staff meetings. The Google Sheet is generally a viewable document for all Sage Employees.
Reporting Structure
OKRs are set by Sage’s President in alignment with the Sage Leadership Team (LT).
Presently, Governance OKRs are tracked at the Department level by the Vice President of Research Governance and Ethics (VP).
The Senior Team reports progress on OKRs to the VP, which are then reported on a master Google Sheet visible to and tracked by Sage’s President.
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For external customers, the ACT Service Desk is primarily used to receive support requests from Synapse users either through the Help Desk, or through the act@sagebase.org email address.
More information and step-by-step instructions for using Jira for Governance are found in the following Reliable Methods:
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