User Onboarding Process Overview

The onboarding process for the Regulated Data (ReD) Environment consists of two distinct stages: Provisioning and Orientation and Proficiency and Fine-Tuning.

Stage 1: Provisioning and Orientation

The provisioning and orientation stage ensures users gain access to the environment and are prepared to begin working securely and effectively. The steps in this process are as follows:

1. Account Request
   The Principal Investigator (PI) or Data Manager (DM) submits an account request via ServiceNow by emailing regulated_data_environment@harvard.edu.

2. Security and Awareness Training
   The individual for whom the account is requested completes all required training courses.

3. Account Provisioning
   Upon training validation, the engineering team provisions an account in Okta.

4. Self-Service Account Setup
   The new user receives instructions from Okta to set up their MFA (Multi-Factor Authentication) device and password.

5. Access Validation
   The user logs in to the main tile-dashboard and verifies access to their lab's storage and compute resources.

6. Initial Testing
   The user reads through documentation and performs small test tasks, such as running a computation or importing sample data, to confirm functionality.

7. Formal Orientation
   Users are encouraged to attend office hours for a formal orientation. Office hours are held via Zoom every Tuesday from 2:00 p.m. to 4:00 p.m. EST.
   For users unable to attend office hours, custom onboarding sessions can be scheduled by emailing regulated_data_environment@harvard.edu.

8. Additional Requests
   Requests for software, tools, or additional resources can be submitted via ServiceNow.

Stage 2: Proficiency and Fine-Tuning

Once access is established, the focus shifts to ensuring users can effectively utilize the ReD Environment and customize it to meet their research needs. This stage is more flexible and personalized, resembling skill-building and environment optimization.

1. Skill Development
   Users can improve their proficiency with tools and resources through office hours, documentation, or direct consultation.

2. Environment Customization
   Researchers can work with our facilitators or AWS partners to fine-tune their environment, including optimizing storage, compute configurations, or workflow integration.

3. Ad-Hoc Support
   Users can request customized guidance or solutions through ServiceNow or by consulting with the ReD team.

The two-stage onboarding process ensures that users not only gain access to the ReD Environment but also build the confidence and skills needed to maximize its capabilities. For additional assistance at any stage, contact the ReD team at regulated_data_environment@harvard.edu.