Secure Enclave Onboarding

Secure Enclave Onboarding Process

The Secure Enclave (Enclave) Onboarding Process does require several steps to complete and ensure that all necessary services are set up properly for the research or project. It does require that the College IT team work in collaboration with the PI or Researcher and OVPR’s Research IT and Secure & Global Research Units. The below checklist is a detailed list of the many tasks that are required and part of the Fresh Service ticket that is generated when an “Project Onboarding” request is made. Because not everyone will be able to see every detailed task of that ticket, this list is provided to help you keep track of where you or your project(s) may be in the process of onboarding.

*The "Sherlock" secure enclave is a secure computing environment for handling Non-Export Controlled (Not ITAR or EAR), Controlled Unclassified Information (CUI). *

☐SGR Determines CUI is present.
☐Intake Form is started in Research IT ITSM (Fresh Service Portal) https://vprservicedesk.freshservice.com/support/catalog/items/129
1. ☐If needed, RIT sends intake form to SGR or PI/Requester for starting the process.
2. ☐Ticket Started, RIT shares ticket with identified OSP RA or other staff.
☐RIT schedules Onboarding meeting with PI & College IT support
☐Review College IT/Researcher IT Support expectations for projects in the Secure Enclave. RIT Staff
☐Complete a TCP with SGR, if required.
☐Identify College IT Support address for FS notification and add to RIT ITSM.
☐PI/College IT Support complete Intake Form
☐RIT Review Intake Form and schedule meeting with PI/College IT Support to understand Enclave resource requirements.
☐RIT sends out training Email to identified staff and IT support for the enclave environment.
☐SGR or HR verifies current background dates of employees/staff accessing Enclave.
1. ☐New backgrounds or RPS verified if greater than 3 years.
2. ☐Updated dates recorded in system. (Monday.com/spreadsheet)
☐RIT verifies CITI or Bridge training dates completed.
☐RIT sends out Acceptable Use Policy for signature by all employees accessing Enclave.
☐RIT sends out Terms of Use to PI/Allocation Owner.
☐RIT monitors status of all documents and completion dates. Once completed, starts step 15.
☐RIT compiles Clearance Letter for signature.
1. ☐Compiles staff with all applicable dates in table for clearance letter.
2. ☐Compiles all PDFs needed for sending to UCSD. (Acceptable Use forms, Intake Form)
3. ☐Sends Clearance Letter for signature from one of three of the authorized signers. (ISSM, FSO, CISO)
☐RIT send all forms to UCSD support for action.
☐UCSD creates the enclave environment.
☐College IT support to configure and ensure all software and systems are working correctly.
☐PI, testers, login to environment and test software and basic services (i.e., file transfer with sponsor). Other tests may be identified by the College IT support team.
☐All staff for project onboarded and allowed into Enclave.
☐Final test that all users can access Enclave.
☐Project begins to load data and use services.
☐Project complete after 5-10 days after all initial users have been verified & onboarded.

There could be other steps in this process that are not necessary for the onboarding but are necessary for CMMC L2 certification. Those will be identified throughout the process and tasks assigned.

The Onboarding Checklist can be downloaded and printed from the attached document in this solution.