SW04430 - HMRC Shared Workspace Team: Review Request for a New Room
The Shared Workspace Team (SW Team) is responsible for reviewing requests for all new Rooms. Only a member of the SW Team can approve a request for a new Room.
When an HMRC Member makes a request for a new Room, an online request is sent to the SW Team Activity Inbox for review SW04420.
It is essential that the SW Team checks each request to avoid compromising the integrity of Shared Workspace. The SW Team must be satisfied that there is a valid business need to create a new Room.
If there are any doubts they must reject the request.
Checks
The following checks must be carried out as a minimum:
The SW Team member must visually check each entry and consider
- The Customer Organisation
If the request is for a Customer Room SW06150, the Customer Organisation details must be checked.
If it is a new Customer Organisation, they must review the request for a new Organisation SW04450.
They must also check that the Organisation does not already exist within Shared Workspace under a differing name.
- The Requestor
By selecting the envelope icon alongside the ‘requestor’ name, check that their email address is in line with the Business Unit for which they are requesting a Room. If any doubts they must not approve the request.
- Room name
Ensure that the room name chosen complies with the naming convention which is of the format ‘Deployment Ref: Room Name’ - Example; ’CEP0030179: TAA: New Penalties Mailbox’. The Shared Workspace team will ensure the room naming convention is adhered to when each new room is created.
- Number of users
Check this is in line with the original business case and is within the service specifications.
- Number of Rooms
Check this is in line with the original business case and is within the service specifications.
- Room Purpose SW06110
The requested room is appropriate for Shared Workspace and its intended use has been approved by the original business case.
- Sensitive Content
If this is flagged, consider the purpose of the Room to decide if it is appropriate for shared workspace.
- Room Template
Check the chosen Room template is appropriate for the Room purpose.
Approving a request
Where a request is approved, the service will:
- create the room requested
- assign the nominated HMRC Business Authorising Officers to the room and send them an invite to the room SW05420
Rejecting a request
Where a request cannot be approved, the SW Team must reject the request and make an appropriate note of their reason in the required field when prompted.
The service sends an email to the HMRC Member who made the request to notify them of the rejection and the reason.
