TeamDynamix iPaaS Flow Approval Process

Effective Date: May 19,2025

Authority: Information Technology Executive Committee (ITEC)

Purpose

To establish a standardized approval process for creating, testing, and publishing TeamDynamix (TD) iPaaS (integration Platform as a Service) flows.

Scope

This document applies to all TD iPaaS flows that involve external connectors, internal flows, and ensures proper authorization, documentation, and testing before deployment to production.  Internal (TD to TD) connector flows do not need to go through the external flow approval process; however, all internal flows must be discussed and cataloged so awareness is provided on the data elements being used and how those data elements are being used.  Understanding that there is a one-to-many relationship between external connectors and external flows, this process requires all flows using external connectors to go through the external flow approval process.  This is due to data security, privacy, and liability of the data elements that can be passed with different flows using the same external connector.

Internal Flow (TD-TD) Documentation Process & Review

1. Internal Flow Documentation
   1. The Internal Flow Designer will:
      1. Use the commenting and documentation fields within TD iPaaS to completely document all data elements being used and the reasons for their use.  A clear description of the flow along with any change notes are required.
   2. An iPaaS report will be automatically generated weekly to show any modifications, additions, changes, and deletions (MACD’s) to all internal and external iPaaS flows.
      1. This report will be reviewed by a sub-committee of the TD GOVERNANCE COUNCIL.  Any items of question or alert will be brought to the attention of the internal flow creator.  The flow creator may need to update the documentation in the iPaaS flow to bring it in alignment with the documentation standards mentioned above.

External Flow Approval Process

1. Request and Initial Approval
   1. The requestor and Portfolio Manager will:
      1. Work together to start the approval process, which includes:
         1. Complete the TeamDynamix iPaaS External Connector Implementation Form.  In the form, the requestor and/or the portfolio manager will describe, in detail, the proposed flow’s functionality and associated data elements. 
            1. iPaaS External Connector Request Form
         2. Ensure all data-sharing agreements are in place.
            1. Determine the data classification of the data being shared between systems.
            2. If existing data-sharing agreements are in place, are all the data elements in the request part of the current data-sharing agreement?  If not, a revision of the data-sharing agreement must be completed before the request is approved.
         3. If there are A.I. components (on either end), the request will also need to receive the approval of the A.I. Strategy and Leadership Committee.
2. TeamDynamix Governance Council
   1. The request will be reviewed, either in council or asynchronously. 
   2. Upon approval, the Portfolio Manager will be notified of the approved request by the council.
3. Portfolio Manager Review and Project Council Approval
   1. The Portfolio Manager will work with the requestor to reevaluate the approved request to ensure it meets the originally described flow and data elements. 
   2. The requestor, along with the portfolio manager, will present the request to the IT Project Council for final approval.  This can be done in council or asynchronously.
4. Flow Creation and Testing
   1. After receiving final approval:
      1. Authorized, credentialed users may create the flow in TD iPaaS.
      2. The flow must be thoroughly tested in a non-production environment.
5. Publishing
   1. Once testing is complete and satisfactory, the flow can be published to the production environment.  
   2. Ensure flows are properly documented and tested in accordance with this approved process.

Urgent Requests

If an external flow request requires a timelier approval due to an urgent or emergency nature, the requestor and Portfolio Manager will follow the process described below.  Please note that a more rigorous review may be required following publishing of the external flow(s).

1. Go through steps 1-5 above in the External Flow Approval Process
   • Noting that the request is urgent and notify the TD GOVERNANCE COUNCIL chair of the urgent request.
2. The approvals can be carried out asynchronously requesting expedited approval from the responsible councils.  This can be done via email, Teams, or other asynchronous methods.
   • TD GOVERNANCE COUNCIL Authorized Approver(s)
     • Three voting members of the TD GOVERNANCE COUNCIL must approve the urgent request
     • One of the approvers must be an IT ASE over the TD system
     • One of the approvers must be either the IT Governance Director or Governance Council Chair
     • The third approver can be any voting member of the TD GOVERNANCE COUNCIL
   • Project Council Authorized Approver(s)
     • Software Engineering Director or as assigned in their absence.

Policy on Non-Compliance

• Any TD iPaaS flow containing an external connector that has not received IT Project Council approval will be unpublished immediately.
• The publishing user's rights will be evaluated.
• This standards document is a guideline to ensure the secure and efficient management of flows involving external connectors within TD iPaaS. Adherence to this process is mandatory.
• This document takes effect on the date above.  Any external and internal flows created prior to that date are approved, however, reviews of those flows will be completed within 12 months of the date of effect of this process.