Smartsheet Support for School of Medicine

Logging In:

• Browse to https://app.smartsheet.com
• Provide your School of Medicine e-mail address.
• Click on the “Sign-In with your company account” button.

Example:

      or

• Please log into Smartsheet by going to UNC Smartsheet and logging in with your Onyen and password.
• Your department may need additional access depending on needs, see  the License topic for more information.

Smartsheet is appropriate for up to Tier 2: Confidential Information, meaning it has been approved for information that is required by law, regulation, contact or governing requirement. Examples are confidentially agreements or class schedules. More information of the type of data can be found at ITS Sensitive Information resource.

Information is stored on Smartsheet’s servers and is encrypted both while viewing data and when updating material online. The organization regularly checks for potential bugs in HackerOne conference.

For more information regarding their security practices, please review their article and accompanying whitepaper.

Smartsheet has many resources available to help train and guide you through the application including:

• Access to the Smartsheet University training portal
• Smartsheet Community available for solutions, tips and tricks and general assistance
• Prioritized end-user support through the Smartsheet Get Help support articles.

Smartsheet Free Collaborator

You can collaborate with other users, update and share information all without a license. These users are called “Free Collaborators” and can edit and review Smartsheet projects (called Workspaces) and Dashboards as they wish.

If you plan on viewing and editing information, you likely will not need a license to do so.

Sharing Workspaces

As a licensed user of SmartSheet*, it is easy to share projects with Free Collaborators to work on the same project, that way everyone on the team is working on the same project!

Please see the following video for a detailed explanation on how to achieve this.

* Require Owner or Admin-level sharing permissions.

Do I Need a License:

Licenses are required to create new sheets or to change the structure of a sheet (e.g., add columns) and to build reports or dashboards.

For example, a paid license is required to do the following:

• Create and own sheets and templates.
• Create, own, and manage reports.
• Create workspaces.
• Publish sheets, reports, and dashboards.
• Insert and delete columns*
• Change column properties*
• Hide/unhide columns*
• Create and modify forms*
• Create and edit update requests, automated actions, and workflows.*
• Sharing Workspaces*

*These activities require Owner- or Admin-level sharing permissions to the sheet.

Below are the types of roles available:

• SmartSheet – Licensed User Access – This access is reserved for those users who have a pre-authorized license to use SmartSheet
• SmartSheet – Unlicensed User Access – Grants the user temporary access until an official license is approved.
• SmartSheet – Group Administrator – The group admin can create and manage groups based on contacts in their SmartSheet contact list
• SmartSheet – Resource Viewer – This access item allows the user to track everyone in the account’s allocation percentage across all sheets in the Legacy Resource Management section of SmartSheet.

How do I request a SmartSheet License?

Please submit a request through our School of Medicine IT request form to discuss your department’s needs and see if a license will be needed for your project.

Smartsheet Licensing Guidelines

Distributing SOM Smartsheet Licenses Across Departments & Project Approvals

 

As of 10/1/24. This is an initial guidance for assignment/use of Smartsheet licenses; this guidance will be reviewed and updated periodically as needed.

Smartsheet is a powerful tool for collaboration, planning and reporting. The SOM has purchased licenses to support the development of a centralized onboarding tool. These guidelines have been developed to support SOM departments considering the use of Smartsheet for other internal solutions.

Roles in Smartsheet License Distribution and Project Approvals

System Admin: This role is usually held by an IT manager or a similar position. They are responsible for the technical aspects of Smartsheet, including managing user access, troubleshooting technical issues, and ensuring the tool is used effectively and securely.

Business Owner: This role is typically held by a department head, ACA (Associate Chair of Administration) or manager who oversees the strategic direction of projects. They are responsible for ensuring that the project request aligns with the department’s goals and objectives. They also indirectly support the assignment of Smartsheet licenses within their department if Smartsheet is chosen as the appropriate solution.

Licensed User: The business owner will identify the licensed user, the project creator responsible for building projects and managing rights for Team Members. Licensed users will also be responsible for ensuring that all projects are submitted to the approval process below starting, and, ensuring that users are informed about data use and follow University date use policies and guidelines. Licenses are limited and require prior approval as described below. Access is granted by the System Admin.

Team Members: This role includes department users who are editors and commentors as part of the workflow created by the licensed user. Access is granted by the System Admin.

Guest: Users who interact with the workflow. May include external faculty users who do not have a UNC affiliation but can edit and comment; will use a personal email address.

Viewer: This role can be used for those who may need information and access dashboards, including the business owner.

These roles ensure that the use of Smartsheet is strategically aligned with department goals and technically sound. The business owner and licensed user should work together to review and approve projects, and to decide who should be assigned as team members. This collaborative approach can help optimize the use of Smartsheet within the organization.

Initial SOM License Distribution – Spring 2024

SOM licenses can only be used to develop projects to support SOM operations; projects that include clinical data or PHI data must work within UNC Health platforms and processes. Tier 3 including PCI, SSN and some education records (disciplinary reports, student health information, passports, financial aid etc.) are not currently approved for use under the SOM license. For reference: UNC Data Policy

The licenses will be distributed as follows:

Few licenses are reserved for development of additional modules of the Clinical Faculty onboarding tool (Dean’s Office/SOMIT/System Admin).

Priority is given to pilot projects with the potential to be expanded to other departments in SOM.

To request an initial new license:

1. The Business Owner, as initial requester, submits a ServiceNow ticket to submit their project request, which may include a request for a Smartsheet license. Documentation of Business Owner approval is needed before evaluation of the project being considered, as the Business Owner may need to prioritize license distribution within their unit.
2. The IT team works with the requester to understand the project and determine if Smartsheet is the right tool for the project.
3. Once that approval is provided, the System Admin will begin routing for approvals: AWD (Application Web and Data Services) group submits the idea to the OCIO (office of the CIO) for review and approval.
4. OCIO provides conditional approval for project to be submitted to DGOG (Data Governance and Oversight Group) and SOM IT ISO (Information Security Office) for review and approval.
5. Once both DGOG and SOM IT ISO approvals are granted, OCIO gives the final approval for the project. If Smartsheet is the chosen solution, then the System Admin provisions the license if the license is available.

Approving New Projects under Existing Licenses

Smartsheet Licenses Holders: Approval Process for all Future Projects

• Initial project approvals will be centralized for all Smartsheet projects developed with SOM licenses, regardless of size. Once a license is granted, the license holder is responsible to submit a request for approval for each new project being developed under the license prior to development.
• Previously approved projects that will be expanded with new data fields must have new data fields approved before proceeding.
• The following information should be submitted for review:
  • Define business need: how it can address specific challenges or improve business processes. Focus on data needs, users, and outcomes.
    • Simple (examples: department directory, strategic planning)
    • Advanced – projects that use employees or other sensitive information or projects that span across departments that should be managed centrally; these will require additional approvals from the University.
    • Another tool may be recommended when planned project can be achieved with another University-approved platform.
  • Projects containing Tier 3 data including PCI, SSN and some education records (disciplinary reports, student health information, passports, financial aid etc.) as well as clinical/patient records are not approved for use on the SOM license.
• The initial requester submits an IT service request ticket (https://www.med.unc.edu/it) to submit their project request.
• The IT team works with the requester to understand the project and determine if Smartsheet is the right tool for the job or if the requestor’s need can be met by the current tools mandated by the University.
• The Business Owner is contacted to document their support of the project and license assignment.
• Once that approval is provided, the System Admin will begin routing for approvals: AWD (Application Web and Data Services) group submits the idea to the OCIO (office of the CIO) for review and approval.
• OCIO provides conditional approval for project to be submitted to DGOG (Data Governance and Oversight Group) and SOM IT ISO (Information Security Office) for review and approval.
• Once both DGOG and SOM IT ISO approvals are granted, OCIO gives the final approval for the project.
• Once a project is under development, if the data required to complete the project expands from the description provided in the initial approval, we recommend resubmission to ensure that the project remains compliant. 

Supporting Licensed Users

Since the Smartsheet tool is both intuitive and includes generic modules that can be used to expedite development of simple projects, licenses holders will be responsible for learning how to use the tool and seek out training videos as needed. A training plan will be available from Smartsheet that will expedite user’s Smartsheet onboarding process.

• Users will have access to standard training to support individual project development.
• Identified department license holders will be responsible for managing user permissions for projects within their department. Identified license holders, Department ACA/ Division chief will be responsible for the data being collected by their department users within Smartsheet.
• Approval for additional licenses can only be given in collaboration with the Business Owner and Technical Owner after a project proposal, explaining the need for additional license, and is reviewed and approved by the Office of CIO.
• It is expected that the license holder will be using Smartsheet consistently, reviewing training videos to expand knowledge of features and promoting best practices.
• SOM license holders will meet quarterly to create a community of practice that will share tips, updates on projects and learnings, and serve as an ongoing resource.