Last Updated: June 27, 2018
|Description & Purpose||
All users are required to read and adhere to the following University policies and guidelines:
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:
CCS is NOT responsible for:
Department Head is responsible for:
Gryph Forms Coordinator is responsible for:
Gryph Forms Developers are responsible for:
The Vendor is responsible for:
|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
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.|