Gryph Forms Terms of Use

Last Updated: June 27, 2018

Description & Purpose 

Purpose 
The purpose of this document is to provide the Terms of Use for Gryph Forms (Process Director), which outlines the roles and responsibilities, policies and processes that guide, direct, and govern the management and operation of the system.  

This is a "living" document that is subject to change as the service evolves and processes mature. As such, the Terms of Use will be reviewed and/or updated regularly by CCS.  All users are responsible for ensuring that they are up-to-date with the Terms of Use. Changes to this document will be communicated to users of the system through the Gryph Forms User Group (see below for description).

Scope 
The scope of this document covers the terms of use in all aspects of designing, testing, and implementing solutions within Gryph Forms.  

Audience
This document applies to all users who are designing, testing and implementing Gryph Forms solutions.  

University Policies

All users are required to read and adhere to the following University policies and guidelines: 

Definitions

Gryph Forms:  the University’s branding of Process Director, a business process management software developed by BP Logix to develop eForms and process workflow solutions.

Gryph Forms Space: a dedicated space for University departments/units to create solutions within Gryph Forms.  Academic departments within a College are entitled to receive their own Gryph Forms Space.

Gryph Forms Solution:  A fully developed business process created in Gryph Forms.

CCS:  for all intents and purpose of this document, Computing and Communications Services (CCS) is the service owner and administrator of Gryph Forms. 

Department Head:  the person authorizing/sponsoring the creation of a Gryph Forms Space for the department -the definition of Department Head will be unique to each department (e.g. chair, VP, AD, manager, etc.), and as such is defined by the department.

Gryph Forms Coordinator: a designated user within a department who has full access to their department’s Gryph Forms Space and is the single point of contact and liaison between all department users and CCS with respect to all Gryph Forms issues.

Gryph Forms Developer: users who will be developing and editing solutions (e.g., forms, workflows, knowledge views, workspaces) within Gryph Forms. 

User Acceptance Testers: actual users of the solution who are responsible for testing the solution in the Test environment.

End User: the final/end users of the solution, such as individuals who will be completing/submitting forms or attaching an authenticated digital signature. These users can be internal or external to the University.

Vendor:  BP Logix the third-party vendor and developer of Process Director.

Production Environment: a working/live environment where the end user will use Gryph Forms to complete business processes. 

Development Environment: where solutions are designed, developed and tested by Gryph Forms Developers.  Access to the Development environment is limited to Gryph Forms Coordinators and Developers.

Test Environment: is a mirror of the Production environment where all system upgrades are tested by CCS, Gryph Forms Developers, and Gryph Forms Coordinators.  The Test environment is also where User Acceptance Testers test the solution before it is moved into Production. 

Gryph Forms User Group:  an Office 365 SharePoint Site has been created for Gryph Forms Developers and Coordinators to be able to connect with one another, ask questions, provide guidance, help, and support, as well as share resources, lessons learned, tips, best practices. 

CCS is the owner and will post initial best practices and training material, but it is expected that the Gryph Forms user community will contribute to it on a regular basis to enhance its value.  CCS will also use the Gryph Forms User Group to communicate issues, updates, and upgrades.

Gryph Forms Coordinators and Developers will be added to the user group when an account is created for them on the system. 

Eligibility  Requests for a Gryph Forms Space can only be made by University faculty and staff with explicit approval from the Department Head using an online request form (will be made available once the service is in production). Undergraduate and graduate students are not eligible to request a Gryph Forms Space. 
Roles & Responsibilities 

CCS is responsible for: 

  • Configuring, patching, updating and securing the system. 
  • Developing and maintaining any processes associated with the maintenance, monitoring, and security of the system.
  • Developing, updating and publishing the governance model for Gryph Forms, which includes this Terms of Use document. 
  • Provisioning Gryph Forms Spaces. 
  • Provisioning of security groups within Gryph Forms.
  • Providing the Gryph Forms User Group.
  • Distributing online training material from the vendor. 
  • Performing system restores/disaster recovery in the event of a critical malfunction.
  • Coordinating with the vendor for issues requiring vendor involvement.

 CCS is NOT responsible for: 

  • Supporting, designing, developing and maintaining solutions within Gryph Forms. 
  • Managing, creating, editing, deleting, monitoring or maintaining content within Gryph Forms. 
  • Providing training or support on how to use the system.

Department Head is responsible for:

  • Approving the creation of a departmental Gryph Forms Space.
  • Appointing a Gryph Forms Coordinator for their department, and ensuring that this role is always fulfilled.
  • Ensuring a long-term plan is in place for supporting and maintaining solutions developed within Gryph Forms. 
  • Ensuring knowledge transfer occurs if the department’s original Gryph Forms Coordinator and/or developer are no longer there.

Gryph Forms Coordinator is responsible for:

  • Reading, understanding and adhering to the Terms of Use (this document). 
  • Ensuring the department head is fully aware of the Terms of Use (this document) and their responsibility.
  • Obtaining the department head’s approval before requesting a Gryph Forms Space.
  • Assigning permissions to their Gryph Forms Space.
  • Submitting account creation requests on behalf of users in their department.
  • Ensuring that users of their Gryph Forms Space are adhering to the Terms of Use (this document), and addressing instances of non-compliance.
  • Ensuring permissions to the Gryph Forms Space in the Development environment remains current.
  • Communicating to CCS the permission requirements for end users in the Test and Production environments for both the Gryph Forms Space and Solutions by submitting a ticket to the CCS Help Centre.
  • Following the best practices (located in the Gryph Forms User Group) for configuring their department’s Gryph Forms Space.
  • Being the single point of contact for:
    • Communicating service outages to their department
    • New user onboarding within their department
    • Submitting all support requests to CCS Help Centre on behalf of their department

Gryph Forms Developers are responsible for:

  • Reading, understanding and adhering to the Terms of Use (this document).
  • Developing solutions that adhere to:
    • University policies as outlined above in the “University Policy” section.
    • Government policies such as, but not limited to, AODA.
    • Departmental policies such as, but not limited to, data retention.
  • Ensuring proper approvals are obtained from their department to develop solutions.
  • Obtaining and understanding the business requirements for the solutions they are developing for their department.
  • Ensuring that the business processes and workflows for their solutions are well documented to help facilitate a long-term plan for supporting and maintaining solutions developed within Gryph Forms.
  • Following best practices (located in the Gryph Forms User Group) when developing and configuring their department solutions.
  • Taking free online training provided by the vendor.

The Vendor is responsible for:

  • Communicating and distributing application upgrades to CCS.
  • Providing application support to CCS, and where applicable Gryph Forms Coordinators and Developers.
  • Providing additional/advanced training (at a cost to the department).
  • Providing professional services such as consultation (at a cost to the department).
Requesting the Service

Requests for a Gryph Forms Space must be submitted through the Gryph Forms Space Request Form with express agreement from the Department/Unit Head.  

Each department is entitled to one Gryph Forms Space. If an additional Gryph Forms Space is required by a department, please put a justification in the “Additional Comments” section of the request form and the requestor will be contacted. 

Response Time All requests associated with Gryph Forms must be submitted through the CCS Help Centre. Responses to requests may take up to five (5) business days.

Urgent requests will be responded to as soon possible during business hours.

Service Availability & Maintenance The Gryph Forms service, including it's production service, is expected to be available at all times, with the exception of regular maintenance windows (Tuesday/Thursdays 6:00am - 8:00am and every third Saturday of the month between midnight and noon). All maintenance activities will be posted to CCS System Status Page. Clients will be notified 8 business days in advance of any T1M maintenance activities and 3 business days in advance of any T2M maintenance activities.
Data Retention & Deletion 

Deletion of Gryph Forms Solutions
Gryph Forms solutions may be removed under the following scenarios: 

  1. By request from the corresponding Department Head. If a solution needs to be decommissioned/deleted from the production environment, express written agreement from the Department Head is required. The request must be submitted by Gryph Forms Coordinator through the CCS Help Centre.
  2. Violation of the Terms of Use – the department head will be contacted before any action is taken.
Data Retention
Departments are responsible for ensuring that their solutions are developed in compliance with their department’s data privacy and retention policies. 
Legal Hold  While data generated and stored within Gryph Forms are private, and only accessible to authorized users, users should be aware that in case of litigation their data can be accessed if requested by an authorized authority.
System Backups & Restores   It is not possible to restore individual objects in Gryph Forms. There is no recycle bin - a workaround will be recommended in the Best Practices document. Only system-wide restores are possible through CCS, which will only occur in the event of a system-wide issue.
  Visit U of G's Gryph Forms service catalog for more information.