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Identify customers and their business needs: who needs the groups, when do they need them, for how long, and for what business reasons (email, sharing, access control, etc.).

Primary: UW Medicine, via the UW-IT MSCA Service Offering

Application Use

Identify what applications the customers needs to use with the groups.

Primary: Active Directory, O365

Membership (Business Definition)

Define the desired group membership(s) – who's included and who isn't – in business terms and business rules used by the customer to describe the group membership(s). 

All active Clinical Shared UW NetIDs.

Business Process

Identify the business process (e.g. student registration, course enrollment, employment, research administration) that masters data that matches the desired group membership(s).

UW NetID Service Offering self-service credential creation.

System of Record

Identify the authoritative system of record where the institutional data is defined and mastered.

Identity Registry (UW NetID Registry)

Business Domain

Identity the business domain(s) from UW Data Map.

-reference invalid-

Subject Area

Identify the subject area(s) from UW Data Map.

-reference invalid-


Define the group type. Do the reference groups represent a simple group, a role, or a permission?

Simple reference group, represents a UW NetID type or subtype.

Home Group

Choose a home group that aligns with the UW Group Naming Plan and the business domain of the related institutional data.

uw_iam_uwnetid_ or u_uwnetid_

Group IDs

Define the group IDs and subgroup IDs that customers need to identify and reference. Some business processes master data that can be used for IDs.


Display Name

Define user-friendly display name values for contexts where groups are searched, listed, or selected by display name. Some business processes master data that can be used for display names.


Clinical Shared UW NetIDs

Shared UW NetIDs managed by UW Medicine

Lifecycle Policy (Creation)

Define when the groups will be created. Some reference groups are created or "pre-provisioned" automatically. Other reference groups are created only by customer request.

The group is a being created by customer request.

Lifecycle Policy (Deletion)

Define when the groups will be deleted.

The group is expected to have a long lifecycle that aligns with the lifecycle of its purpose; it will be deleted only with careful planning and change management.

Membership (Direct)

Define the direct memberships of the groups and subgroups.

Clinical Shared UW NetIDs will be direct members. No subgroups.

Membership (Exceptions)

Define how membership exceptions are managed, both additions and deletions.


Membership (Grace Period)

Define the grace period on membership, if needed.

No grace

Membership (Opt-in)

Define the opt-in policy for the membership, if needed.


Membership (Opt-out)

Define the opt-out policy for the membership, if needed.


Contact Person

Define the contact address.



Define descriptions that help potential customers understand fit for purpose and use, including lifecycle policy, membership policy, data quality standards, appropriate use guidelines, access control policy, ownership, and contact information. Some business processes master data that can be used for descriptions.

Note: proposed text will change when real-time affiliation group process is turned on.

Active Clinical Shared UW NetIDs. This is an automatically generated group from the UW Identity Registry. It is updated nightly.

More Information

Define where additional information for customers will be located.


Application Settings (Exchange)

Define the status and settings for use in UW Exchange.

Exchange enabled = yes

Exchange sender control = none

Application Settings (Google)

Define the status and settings for use in UW Google Apps.

Google enabled = no

Data Custodian

Identify the responsible data custodian(s).

Subject area: Master Data
Business domain: Personal Identifiers - UW NetID - Shared - Clinical

TBDJoseph DeLeon, Director, UW Medicine ITS, Identity and Access Management
Mark Watkins, Manager, UW Medicine ITS, Identity and Access Management
Nathan Dors, Director, UW-IT Identity and Access Management


Determine the appropriate UW data classification (Public, Restricted, Confidential).


Access Control Policy

Decide and document the access control policy including membership viewer control, sender control, appropriate use guidelines, terms and conditions of use, etc.


Membership Viewer Control

Define the membership viewer control, including exceptions to the access control policy.

No viewer restrictions

Sender Control

Defined the sender control, including exceptions to the access control policy.

N/A (See Application Settings above.)

Data Source

Identify the service that will be used as the data source for provisioning. It may or may not be the same as the system of record.

Identity Registry

Membership (Technical)

Define the technical definition of the memberships in terms used by the data source and its data elements, as well as any additional filtering.

Entity has active category 22 record


Define a provisioning model for data integration and reconciliation that ensures the groups are created in accordance with their lifecycle policy and managed in accordance with their data quality standards.

  1. Person Registry Group provisioning process for daily reconciliation (identity registry exports)
  2. Real-time "affiliation" group provisioner (irws-watcher)

Define a de-provisioning model that ensures the groups are deleted in accordance with their lifecycle policy.



Define a monitoring solution that helps identify incidents and problems, particularly those that impact availability and reliability.

Existing provisioning process tooling (IRWS export reports, irws-watcher monitor)

Data Quality Standards

Define data quality standards under normal operations, including data validation rules, timeliness of updates, defined error rates, integrity monitoring, and reliability. The standards will depend on the business process, system of record, data source, provisioning and de-provisioning models, monitoring, and operations.


Internal Documentation

Define what internal documentation will be developed and where it will be maintained.

New section of institutional group documentation for UW NetID type / sub-types.

Customer Documentation

Define what customer documentation will be developed and where it will be maintained.


Communication Plan

Define the communication plan to inform audiences about the new reference groups.


Request Fulfillment

Define how requests will be fulfilled. For example, standard requests for information, access to memberships, membership exceptions, email settings, design changes, etc.

If UW Medicine wants to change the Exchange authorized sender control (currently, "none"), they can email a request to and a change will be submitted for implementation and release.

Incident Management

Define how incidents will be handled.