[SOP Request] Governance changes propagation

[M-casado]

SOP topics

Helpdesk & operations

SOP type

European-level

SOP Title

Governance changes propagation

Detailed Description

The SOP shall encompass the process between any governance change appears in the formal, and released, Pillar I documentation (e.g., 1+MG Data Access Governance for Research) until this change has fully propagated to Pillar II and Pillar III. This includes a process in which stakeholders are informed, and affected documentation (e.g., SOPs) is updated.

An overview of the process could be:

1. Pillar I introduces a change that affects GDI
2. Pillar I makes sure to inform other Pillars
3. Pillars review their internal documentation and processes (or even code), starting the process that will update these to the latest governance changes.
4. Processes and documentation affected by new change is updated, and released. Especially relevant for updating SOPs.

If possible, it would be best to rely on automatic triggers or reminders, scanning recurrently for these new changes or outdated references.

Motivation

Multiple GDI processes (SOPs, code, etc.) are governed by live documentation that gets updated or reshaped recurrently. If changes within these documents are not propagated to, for example, GDI SOPs, there may be contradictions in what the agreements are and how they are executed.

This involves a huge amount of work to retrospectively update, and it's much easier to trigger a clear procedure when a new update of these SOPs is due.

Existing Procedures or References

• Existing cross-pillar meetings where these changes may be reflected
• GDI and 1+MG Google Drives where these policies and documents live - Also relevant with regards to a possible future storage solution (EU-based and GDI-managed).

Impact

This SOP ensures that Governance and Operations are in synchrony with each other, and that GDI SOPs are as much up-to-date as possible.

Stakeholders

• All Pillars, in general
• GDI SOP Maintainers
• GDI Code repositories maintainers
• Pillar I in particular, as the ones who define the triggers of this process

Additional Information

This SOP request rises from the discussions we had on SOP0003 about referencing live documents outside of this repository.

Requester GDI role

Yes

Requester GDI Node

EMBL-EBI

Confirmation

• I have searched the existing SOPs and this request does not duplicate an existing SOP.
• I understand that submitting this request does not guarantee the creation of the SOP.