SW04120 - Roles and Responsibilities: Shared Workspace Business Sponsor

Introduction

The Shared Workspace Business Sponsor (SW Business Sponsor) has overall responsibility for ensuring that the Shared Workspace (SW) deployments for which they are accountable are managed effectively and in accordance with HMRC policy.

The SW Business Sponsor must be a grade 7 or above.

Some large business units may have multiple streams that are responsible for different types of work. It would not be unusual in these circumstances for there to be a number of SW Business Sponsors, each accountable for their own individual streams and SW deployments.

The duties of the SW Business Sponsor are crucial to the security and management of the SW service. The SW Business Sponsor may choose to delegate some duties and may need to consider whether administrative support should be allocated. However, accountability remains with the SW Business Sponsor.

The SW Team must be advised of the name of the replacement if the SW Business Sponsor changes.

Responsibilities

• Approve the use of SW and sign off the SW Application form for each deployment.
• Liaise with the Business Unit Data Guardian to obtain
• • initial approval for SW to be used for the deployment
  • the initial Data Usage Agreement
  • the annual Data Usage Agreement.

Note: Information about the Data Guardian role and completion of Data Usage Agreement is at SW03510.

• Advise the Data Guardian in writing if and when the business need for the SW deployment ends.
• Annually complete the SW Business Sponsor Certificate of Assurance SW03540 to confirm that
• • Business Authorising Officers (BAOs) have been appointed in accordance with the standards set out in the SW Business Manual SW05220
  • BAOs have successfully completed the HMRC BAO Online Learning SW02220
  • BAOs have successfully carried out their mandatory reviews SW03605.

In addition, the SW Business Sponsor is responsible for

• ensuring that the terms of this Data Usage Agreement are observed
• ensuring that the data is stored, processed and used in accordance with current government security policy and standards
• advising the Data Guardian in writing if and when the business need for the data ends
• reporting to the Data Guardian all successful and attempted intrusions SW03245
• ensuring that the data is used only for the purposes explicitly stated in this agreement
• telling the Data Guardian if someone new becomes the Recipient, ensure further recipients are aware of and agree to comply with the protective marking level and any constraints placed on the usage of the data by the original supplier.
• negotiating any essential changes to this agreement in good time
• ensuring that the appropriate Security and Access controls are in place
• ensuring that any authorised third party dealing with Housing Benefit work on behalf of the Local Authority must comply with Security Standards set out by the Department.

Administration

For advice on administration processes that the SW Business Sponsor may need to employ please see SW03550.