Y24-374 - As Legal we would like to ensure the Data Access Agreements actually used for Studies are synchronised with the Electronic Data Access Management (EDAM) system to avoid delays in granting access.

[TWJW-SANGER]

Description
As Legal we would like to ensure the Data Access Agreements actually used for Studies are synchronised with the Electronic Data Access Management (EDAM) system to avoid delays in granting access.

Additional context or information
When data has been released to the EBI, external researchers will ask to access it and then the EBI will ask the Sanger Legal team permission to grant it.
Too often the data access agreement is unknown to the Legal and Governance Team resulting in delays in releasing data to external researchers.

To help mitigate this we want to create a set of user stories to achieve the following:

• Add additional data access related questions/answers to the Study setup form in SequenceScape - forcing Research Managers to correctly consult with the Legal team when creating a study earlier.
• Export this additional data and possibly the data access agreement document itself to the MLWH database
• Work with Legal's developers to help them obtain and keep synchronised with the EDAM system.

A couple of things to note:

1. Studies can be created & edited at any time and samples moved between them.
2. The important study for EDAM is the study linked to the sequencing that produced the data specified in the sequencing submission.

Acceptance Criteria
The following outputs from the research are produced:

• Work with the Lego & SSR team to define the required data fields and create Users Stories to implement them.
• Keep the Lego developers appraised of the fields and design of extension to databases.
• User stories should include testing with Lego developers to ensure the correct studies are being associated with sequencing data that is released.
• SSR team would like an additional user story to be able to bulk upload study data from a csv file generated from their Study Setup Form.

Who the primary contacts are for this work
Laura B (Data Access Officer)
Mugdha K (Graduate Associate)
Liz C (SSR)
Odion A (Senior Web Developer) - EDAM

Knowledge or Stake holders
Other people that may have specific knowledge about this work or have a stake in how it is implemented. e.g. John Smith is an expert on x

[harrietc52]

LucidChart Diagram here

Y24-374 Google notes here

Y24-419 - As LeGo, we would like additional fields to be added to the Study setup form in Sequencescape, so users don’t have to input data twice
Y24-420 - As LeGo, we would like the new study set up fields to be added to the MLWH
Y24-421 - As LeGO, we would like to make sure DAAs which are already created are updated in eDAM, when a Study in Sequencescape is updated
Y24-422 - As an SSR, I would like to bulk upload study data from a CSV file generated from the Study Setup Form (non-MVP)
Y24-426 - As LeGo, we want to ensure the correct samples are associated with the correct Study
Y24-425 - As LeGo, we want to ensure we can access the correct DAA when we get a request for data from an External Researcher

[harrietc52]

Data release questions:

• does the diagram show how iRODS/ EGA fit together correctly?

Process

• Supporting Standard and Non-Standard studies? MVP standard?
• If were adding all the DAA, setting up the study in SS, do you have that info upfront
• Validation in SS upfront?
• Read only in eDAM, only edit in SS
• Is the Steps 1 & 2 in the Lucid chart correct? i.e The first time the Study is created in the eDAM2 internal system (and therefore when the DAA is created) is when the data from the study tables in the MLWH is pulled into eDAM2 internal? (OR is the Study first created first via eDAM, and then updated when data is pulled in?)
• edam id include, to ensure they have consulted with LeGo?
• Can ez1_to_approve be removed? And sanger_approve_by become one field? Which defaults to Sarion B email, or the manually entered email? Could ez1’s address be replaces with a non-personal / role level? (incase Sarion B ever left the institute). Also, in "eDAM DAA setup questions” doc it says Display when option 1 is selected for ez1_to_approve, is this correct, or should it display when “No” is selected for ez1_to_approve? WHO is going to do this? Would you like this to be policed? We can’t police, needs to build into Process , bigger thing
• process flow, / business process diagram, user and what they do in the process
• Currently uploading a “non - standard” DAA uploaded to SS - in. SS study page "Will you be using WTSI's standard access agreement?” non-stanard access agreeement to MLWH / a URL to access the DAA

[harrietc52]

BPM - flow charts - make linear, and decion points and loops
can you draw the process - enabling