Submit a request for infrastructure by HD

Submit a request for infrastructure by HD

To request infrastructure by the healthdata.be platform, you first need to log in to the HD Service and Support portal: https://sciensano.service-now.com/sp.

To submit a request for starting a new project on the healthdata.be platform, you first need to log in to the HD Service and Support portal: https://sciensano.service-now.com/sp.

After the log in step, you will arrive at the main page of the portal.

On the main page, you have to select "Request Something"

A new page with the titles of the different types of requests will appear.

Select the box "Request for new project with HD".

A new page with the titles of the Request for new project with HD will appear.

You can now document your request by providing following information:

Please provide the full name of primary organization that will oversee the implementation of study.

Please provide the full title of the project you want to start on the healthdata.be platform.

If available, please provide the abbreviation of the project title.

Please provide a short description of the project.

Please download, complete and upload the "HD_Request form_Template". Please complete this request form as detailed as possible. We will re-use this information throughout the entire process of the project. A lack of information or unclear/ ambiguous information will delay the progress of the project.


If you have questions about this application form, please contact us: projects.healthdata@sciensano.be.

If available, please upload additional documents relevant for this request for new project with healthdata.be.

On the right side of the form, the required information elements of the Request form are listed. When these fields are completed, these field names will disappear in the "required information" box.

Only if all required fields are completed , a form can be submitted., by pressing the green "Submit" button.

If not all required fields were completed, a warning message will appear on top of the form.

Also, the missing required fields will be highlighted in green.

When the request form was successfully submitted, an overview of your submission will appear in an new screen.

On the right of the screen, you will find the details , including the Request number.

On the left of the screen, you will find a timeline of the handling your request, starting with your creation.

Select the box "Request infrastructure by HD".

new page with the titles of the Request infrastructure by HD will appear.

You can now document your request by providing following information:

Please provide the details of the person who requests infrastructure: First NameLast Name.

Please select the infrastructure needed

If needed , you can provide extra information about this request for infrastructure.

If available, please upload additional documents relevant for this request for infrastructure

On the right side of the form, the required information elements of the request form are listed. When these fields are completed, these field names will disappear in the "required information" box.

Only if all required fields are completed , a form can be submitted, by pressing the green "Submit" button.

If not all required fields were completed, a warning message will appear on top of the form.

Also, the missing required fields will be highlighted in green.

When the request form was successfully submitted, an overview of your submission will appear in an new screen.

On the right of the screen, you will find the details , including the Request number.

On the left of the screen, you will find a timeline of the handling your request, starting with your creation.

manager Wed, 06/14/2023 - 08:07

Handling of request for infrastructure by HD

Handling of request for infrastructure by HD

1. Introduction

The service healthdata.be (Sciensano) handels each request according to a Standard Operating Procedure (SOP). A public version of this SOP "HD Request Management Process" is also available on this docs.healthdata.be portal. Below you can find the description of the procedure (work instructions).

2. Procedure

2.1. Diagram

2.2. Work instructions

2.2.1. STEP 1. User requests an infrastructure

Action: A user requests an infrastructure component. This can be :

  • A new server
  • A change on an existing server (additional RAM, CPU, Diskspace, …)

2.2.2. STEP 2. SD creates a ticket RF Infra

Action: Service Desk creates a ticket, of type Request for Infrastructure on behalf of the user

Mandatory fields are the first name and the name of the requestor. The fields ‘Infrastructure request’ and ‘Comments’ are optional.

The request is submitted by clicking on ‘Order now’

2.2.3. STEP 3. SD sends template to the user and requests to fill in

Action:

Documentation: Template is available on https://www.dropbox.com/home/HD_Proc/HD_Proc_Doc?preview=HD_Request_Infrastructure_Form.docx

2.2.4. STEP 4. User fills in the template ALL lines except nr 16 and returns it to the SD

Action: If not complete, the Service Desk informs the user and requests to complete the template

2.2.5. STEP 5. SD to attach the template to the ticket and assign it to Operations

Action: Service Desk will :

  • Attach the template to the ticket
  • Create a folder containing the ticket number on https://www.dropbox.com/home/HD_Org/HD_Org_SOB/5.%20Request%20Management/Request%20for%20infrastructure
  • Save the template in that folder

2.2.6. STEP 6. Request via mail send to the supplier requesting a quote

Action: Operations will send the mail to the supplier requesting a quote.

2.2.7. STEP 7. Supplier sends a quote

Action: Operations will update the ticket with the quote, received from the supplier

2.2.8. STEP 8. Request via mail the approval to COORD.

Action: Operations will send a mail to COORD, requesting the approval

2.2.9. STEP 9. Not approved

Action: Operations will :

  • inform user
  • complete/saves the template (no approval) in the appropriate folder on https://www.dropbox.com/home/HD_Org/HD_Org_SOB/5.%20Request%20Management/Request%20for%20infrastructure
  • Set the ticket to ‘closed skipped’

2.2.10. STEP 10. Approved

Action:

  • Operations will send the approved template to supplier
  • Operations will approve the requested item
  • The Financial Coordinator of Coord will complete the template by filling in the approval data and line nr 16.

2.2.11. STEP 11. Supplier fulfils the request and informs Operations

Action: the supplier will send a mail informing Operations that the request has been fulfilled

2.2.12. STEP 12. Request fulfilled

Action: Operations will :

  • inform user
  • complete/saves the template
  • Set the ticket to ‘closed complete’
manager Fri, 01/14/2022 - 17:08