Smartsheet Governance and Shared Process Log
Purpose of Governance Process
Smartsheet use across UGA has grown and this tool is now being used by multiple units to save time, speed up processing, improve reporting and transparency, reduce error rates, etc. With this expansion of use, it is important to that UGA maintains adequate controls and safeguards to ensure information security and process sustainability. This process pertains to users of UGA’s Smartsheet Enterprise account.
Benefits
In addition to information security and process sustainability, this governance process also provides transparency into how Smartsheet is being used across the university, which allows units to more effectively share ideas and improve their own processes.
Governance Process
Note that the process below is intended primarily for ongoing processes, but you are welcome to submit ad hoc processes for review if desired.
- Submit form: When your unit creates a new Smartsheet process, please complete this form to add your process to the master list. The licensed users on your account will have access to make edits to your portion of the list.
- Centralized review: The applicable office(s) will review the process and, if needed, provide feedback.
- View the list: View the list at any time here.
Governance Guidelines and Design Standards
- Sensitive or restricted storage in Smartsheet should be avoided. If you are creating a Smartsheet process that cannot be performed without sensitive or restricted data, you must submit this form in advance of launching the process.
- Ensure that only individuals who need access have view/edit access to your workspace or sheets.
- If your process needs to automatically pull contact list of CBOs, HR Liaisons, Deans/VPs, or other groups, please contact us.
- Use Dynamic View to further secure data when sharing with groups who only need access to certain rows. Note that Dynamic View defaults to allowing anyone with the link to access the data, so ensure that your Dynamic Views are configured to safeguard data at all sensitivity levels.
- Build processes for sustainability. Avoid setting up automations or workflows that require manual revision with personnel changes. Add fields for dynamic values rather than sheets that need to be updated regularly.
- Best practice is to document the processes, workflows, automations, integrations, Dynamic Views, etc. in case you need to modify any of these elements in the future and to avoid knowledge loss in the event of personnel changes.
Use of Departmental Accounts
- UGA’s Smartsheet licensing agreement is limited to one user per license.
- Departmental email accounts may be used for this license, but these should never be used be multiple users concurrently.
Thank you for role in helping the University of Georgia operate as efficiently and effectively as possible!
