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Research Project Checklist

Summary​

This checklist addresses Project Investigators and Users with Subadmin roles who manage research projects using tiCrypt.

This document is a collaboration between the Subadmin role and User roles. Each part must contribute to achieving an effective project workflow.

If your role is not any of the above, you may read the checklist for your tiCrypt education.

Below are three workflows you may use depending on your project size and deadline.

  • A. Small to Medium Size Project Workflow: this is very straightforward, allowing project members to start the project immediately. Projects may be unlocked.
  • B. Large Size Project Workflow: this is a careful execution of the project where more strategy and infrastructure are required; Projects can be complex, involving larger data sets and more team members. Projects must be tagged.
  • C. Custom Size Project Workflow: this is where your creativity comes in place; you may use elements from A and B to achieve your project goals. Projects may be tagged.

A. Small to Medium Size Project Workflow​

Subadmins

  • 1.Create a New Unlocked Project via Vault​

    Navigate to tab in the projects section on the top right.
    Click the "Create top-level project" to create a new project.
    In the prompt, type the project's TAG, tag color, and the project name.
    Optionally, type a short description.
    Skip the security level field.
    Optionally, type the PI name.
    Click .

  • 2.Add Users to Project via Management​

    Navigate to tab in the projects section.
    Select the project you want to add a member(s) to.
    Click the "Add member(s)" option.
    In the prompt, type the name of the users you want to add to the project.
    Skip their membership expiration date.
    Select their role in the project.
    Select the project restrictions.
    Skip the attempt to update their membership.
    Click .

  • 3.Add Users to a separate Team​

    Navigate to tab in the teams section.
    Click the "Create new team" in the top right.
    In the prompt, type a name for your team.
    Skip the risk assessment ID field.
    Optionally, type a short team description including the project name.
    Click .

  • 4.Create a Virtual Machine & Drive for unlocked Project​

    Navigate to tab in the section.
    Click the "Create configuration" in the top center.
    . In the prompt, type the name of the new configuration.
    Type the name of the newly created team for the project.
    Optionally, type a description, including the project name.
    Leave the project on "Unlocked".
    . Select a hardware setup available from your admin for project purposes.
    . Click, button on the right.
    Type the name of the drive you want to create for the configuration.
    Verify that your newly created team is selected.
    Select "Libvirt" in the realm field.
    Select the estimated drive capacity for your project.
    Select the drive format based on your current operating system.
    Select the 'this drive may be backed up' option.
    Click button.
    . Skip adding extra drives field.
    . Skip additional options field.
    . Verify that the box "Launch a VM from this configuration immediately" is checked.
    Click button.
    In the new prompt, click button.

  • 5.Add project members to Virtual Machine & Drive​

    Navigate to tab in the section.
    Select the newly created VM configuration.
    Click the "Connect" button on the right.
    Click the "User Management" card.
    Click the "Add users" in the top center.
    In the prompt, type the user names of the project you want to add to the virtual machine configuration.
    Leave the profile on "Custom".
    Select user role.
    Leave permissions as they are by default for all users of the VM configuration.
    Click button.
    Click .

  • 6.Announce All Project Members about the Project​

    Navigate to tab in the projects section.
    Select your newly created project.
    Click on "Make an announcement" button in the top right.
    In the prompt, type your message to all project members, letting them know the name of the project, the VM, and the drive they have access.
    Click .

Users

  • 7.Login, View the Project, and Run your Virtual Machine​

    Login as usual into tiCrypt.
    Click on your notifications in the top right.
    Read the announcement for the project from your sub-admin/PI.
    Navigate to tab in the section on the top right.
    View the project you were added to based on the recent announcement.
    Click the project to view its members and their details.
    Tag project files/directories with the appropriate project tag.
    Navigate to tab in the section.
    Select the appropriate virtual machine corresponding to your project.
    Click "Connect" button in the center-right.
    Click "Open Remote Application" button to start using the VM of the project.
info

Users can learn more about how to view notifications, tag files/directories with the project, connect to a VM, view existing projects in their vault and open remote application from their VM.

tip

At any point in time, you may add security levels to the current project and certify project members with them.

B. Large Project Size Workflow​

Subadmins

The first step is very significant because it allows you to speed up the other processes.

  • 1.Set up a Project Architecture​

    Scope of Research for the project: objectives, deliverables, and timeline.
    Intellectual Property Rights: patents, copyrights, and research access to government agency resources.
    Compliance and Regulations: ethics, data privacy, and safety.
    Reporting and Communication: frequency and format of progress reports.
    Project Management: monitoring progress, milestones, and processes.
    Internal Planning: virtual machines and dedicated drives, sub-admin managed objects, admin decisions on hosts, server pools, VM Images, and backup strategy.

  • 2.Create Security Requirements for the Project​

    Navigate to tab in the security requirements section.
    Click the "Create new security requirement" in the top right.
    In the prompt, type the name of the security requirement.
    Type a description of the requirement and how to comply with it.
    Select for certifications "must be given an expiration date" option.
    Type the default certification lifespan based on the agency contract of the project.
    Type the maximum certification lifespan that project members may have.
    Click .

  • 3.Create a Security Level for the Project​

    Navigate to tab in the security levels section.
    Click the "Create new security level" in the top right.
    In the prompt, type the name of the security level.
    Type a description of the level of the mandatory requirements.
    Type the appropriate security requirements for the security level.
    Click .
tip

Make your process easier using similar keywords for security levels and security requirements of the same project.

  • 4.Create a New Project via Management​

    Navigate to tab in the projects section.
    Click the "Create top-level project" in the top right.
    In the prompt, type the project's TAG, tag color, and the project name.
    Type a clear project description, including its security level and requirements.
    Select the appropriate security level.
    Type the full name of the Principal Investigator (Usually your name).
    Click .

  • 5.Add Users to Project via Overlay​

    Navigate to tab in the projects section.
    Select the project you want to add a member(s) to.
    Click the "Open Overlay" button in the top right.
    In the prompt, click the "Add User(s) to the project" button.
    In the new prompt, type the name of the users you want to add to the project.
    Click button on the right.
    Once the users are in the table, scroll down and choose their membership expiration date based on the contract.
    Select their role in the project.
    Select the project restrictions.
    Select to attempt to update their membership in the project.
    Click .

  • 6.Certify Users for Security Requirement via Overlay​

    In the existing overlay, click the "Member Certifications" option on the left panel.
    Click "Certify User(s) for a security requirement" in the top right.
    In the prompt, type the name of the security requirement.
    Type the user(s) name who will be certified.
    Select the expiration date of the certifications based on your contract.
    Select to attempt to update their expiration.
    Click .

  • 7.Verify the VM Hardware Setup for the project VMs with your Admin​

    Together with the system admin, navigate to tab in the VM Hardware Setup section.
    View the available VM Hardware Setups.
    View the realm, image, OS, cores, and memory of your designated VM hardware setup.
    Click "Simulate Allocation" button in the top right.
    In the prompt, view the simulated cost for your project by name, profile, cores, memory, and devices.
    Click .
info

You may discuss with the system admin your preferred host address, VM Image, or anything related to your project's VM configuration & drives.

  • 8.Create a New Team for Project Members​

    Navigate to tab in the teams section.
    Click the "Create new team" in the top right.
    In the prompt, type a name for your team.
    Type a value in the risk assessment ID to keep track of the project.
    Type a short team description, including the project name.
    Click .

  • 9.Create a Virtual Machine & Drive for Tagged Project​

    Navigate to tab in the section.
    Click the "Create configuration" in the top center.
    . In the prompt, type the name of the new configuration.
    Type the name of the newly created team for the project.
    Type a clear description that includes the project name.
    Select the respective project you created.
    . Select the hardware setup discussed with admin previously.
    . Click, button on the right.
    Type the name of the drive you want to create for the configuration.
    Verify that your newly created team is selected.
    Select "Libvirt" in the realm field.
    Select the estimated drive capacity for your project.
    Select the drive format based on your current operating system.
    Select the 'this drive may be backed up' option.
    Click button.
    . Optionally, add or create an extra drive for subprojects.
    . Optionally, add the preferred host address additional options field.
    . Verify that the box "Launch a VM from this configuration immediately" is checked.
    Click button.
    In the new prompt, click button.

  • 10.Announce All Project Members about the Project​

    Navigate to tab in the projects section.
    Select your newly created project.
    Click on "Make an announcement" button in the top right.
    In the prompt, type your message to all project members, letting them know the name of the project, the VM, and the drive they have access.
    Click .

Additional Actions​

  • 11.Activate New Users for Project​

    Navigate to tab in the users section.
    Select the users you want to activate.
    Click the "Change Role" button in the top right.
    In the prompt, select "Active".
    Alternatively, select the "Active and escrow on next login" in the beginning.
    Click .
tip

Learn more about why you should use Active and escrow on next login option in the begining.

  • 12.Create Subproject via Overlay​

    Navigate to tab in the projects section.
    Select the project you want to create a subproject of.
    Click the "Open Overlay" button in the top right.
    In the existing overlay, click the "Subprojects" option on the left panel.
    Click the "Create new subproject" in the top right.
    In the prompt, type the project's TAG, tag color, and the project name.
    Type a clear project description, including its security level and requirements.
    Verify the current security level or add another to differentiate the project`s access.
    Type the full name of the Principal Investigator (Usually your name).
    Click .

  • 13.Share VM Configuration with another Subadmin/PI​

    Navigate to tab in the section.
    Select the VM configuration you own.
    Click the "connect" button on the right.
    Click the "Three dots" option on the right.
    Click "Share" from the prompted options.
    In the prompt, type the user name you want to share your VM configuration with.
    Select the "Attempt to sync user access to the VM".
    Select "Automatically share the associated drive with any new owners".
    Click .
note

The other Subadmin/PI will have shared ownership of the VM, enabling them to take over its drives if necessary.

  • 14.Add Project Members to my Team​

    Navigate to tab in the teams section.
    Select your existing team.
    Click the "Manage Member(s)" in the top right.
    In the prompt, type the user names you want to add to your team.
    Click .
    Click .

Users

  • 15.Login, View the Project, and Run your Virtual Machine​

    Login as usual into tiCrypt.
    Click on your notifications in the top right.
    Read the announcement for the project from your sub-admin/PI.
    Navigate to tab in the section on the top right.
    View the project you were added to based on the recent announcement.
    Click the project to view its members and their details.
    Tag project files/directories with the appropriate project tag.
    Navigate to tab in the section.
    Select the appropriate virtual machine corresponding to your project.
    Click "Connect" button in the center-right.
    Click "Open Remote Application" button to start using the VM of the project.

  • 16.Upload Project Data into your Vault​

    Navigate to tab in My Files section.
    Click the "Upload" button in the top center.
    In the pop-up, select either files or directories for upload.
    In the prompt, find the files/directories you want to upload.
    Select the files/directory.
    Click .
    In the following prompt, preview your file/directory size.
    Click .

  • 17.Transfer Project Data between your Vault and VM Configuration​

    Navigate to tab in My Files section.
    Click the button in the top left.
    In the prompt, select "Transfer".
    In the prompt, select the files you want to transfer from your vault on the left side.
    Select the access file directory/drive on the right side.
    Drag & Drop the files with your mouse into the access directory/drive.
    In the following prompt, preview the size of your file.
    Click .

C. Custom Size Project Workflow​

Subadmins

This workflow provides you alternative actions during the project deployment phase.

  • 1.Create a Set of Security Requirements for the Project​

    Navigate to tab in the security requirements section.
    Click the "Create new security requirement" in the top right.
    In the prompt, type the name of the security requirement.
    Type a description of the requirement and how to comply with it.
    Select for certifications "must be given an expiration date" option.
    Type the default certification lifespan based on the agency contract of the project.
    Type the maximum certification lifespan that project members may have.
    Click .

  • 2.Create a Security Level for the Project​

    Navigate to tab in the security levels section.
    Click the "Create new security level" in the top right.
    In the prompt, type the name of the security level.
    Type a description of the level of the mandatory requirements.
    Type the appropriate security requirements for the security level.
    Click .

  • 3.Create a New Tagged Project via Vault​

    Navigate to tab in the section on the top right.
    Click the "Create top-level project" to create a new project.
    In the prompt, type the project's TAG, the tag color, and the project name.
    Optionally, type a short description.
    Select the appropriate security level.
    Optionally, type the PI name (usually your name).
    Click .

  • 4.Add Users to Project via Vault​

    Navigate to tab in the section on the top right.
    Click the "Three dots" button on the right.
    Click the "Add member(s)" option.
    In the prompt, type the user name(s).
    Click .
    Optionally, type a membership expiration date.
    Select the user role in the project.
    Select user restrictions in the project.
    Select the "attempt to update expiration and role in project" option.
    Click .

  • 5.Certify Users for Security Requirement via Vault​

    Navigate to tab in the section on the top right.
    Click on your existing project.
    In the overlay, click the "Member Certifications" option on the left panel.
    Click "Certify User(s) for a security requirement" in the top right.
    In the prompt, type the name of the security requirement.
    Next, type the user(s) name who will be certified.
    Select the expiration date of the certification based on your contract.
    Select to attempt to update their expiration.
    Click .

  • 6.Create a New Team for the Project VMs​

    Navigate to tab in the teams section.
    Click the "Create new team" in the top right.
    In the prompt, type a name for your team.
    Type a value in the risk assessment ID to keep track of the project.
    Type a short team description, including the project name.
    Click .

  • 7.Add Project Members to the Team​

    Navigate to tab in the teams section.
    Select your existing team.
    Click the "Manage Member(s)" in the top right.
    In the prompt, type the user names you want to add to your team.
    Click .
    Click .

  • 8.Create a Virtual Machine & Drive for Tagged Project​

    Navigate to tab in the section.
    Click the "Create configuration" in the top center.
    . In the prompt, type the name of the new configuration.
    Type the name of the newly created team for the project.
    Type a clear description that includes the project name.
    Select the respective project you created.
    . Select the hardware setup discussed with admin previously.
    . Click, button on the right.
    Type the name of the drive you want to create for the configuration.
    Verify that your newly created team is selected.
    Select "Libvirt" in the realm field.
    Select the estimated drive capacity for your project.
    Select the drive format based on your current operating system.
    Select the 'this drive may be backed up' option.
    Click button.
    . Optionally, add or create an extra drive for subprojects.
    . Optionally, add the preferred host address additional options field.
    . Verify the box "Launch a VM from this configuration immediately" is checked.
    Click button.
    In the new prompt, click button.

  • 9.Announce All Project Members about the Project​

    Navigate to tab in the projects section.
    Select your newly created project.
    Click on "Make an announcement" button in the top right.
    In the prompt, type your message to all project members, letting them know the name of the project, VM and the drive they have access.
    Click .

Additional Actions​

  • 10.Verify Resources by Project​

    Navigate to tab in the Resources by Project section on the top right.
    Find the project you manage.
    View the current number of VMs, Cores, Memory, Total Drives & Disk Space, and attached drives of your project.
    Select your project.
    Optionally, click "Open Overlay" button in the top right.
    View your project's current number of VMs, Cores, Memory, Total Drives & Disk Space, and attached drives.
    Press "Exit" to return to the management tab.

  • 11.Directly delegate Project Managers with your Admin​

    Navigate to tab in the Sub-admin Managed Objects section.
    Click the "Create managed object" in the top right.
    In the prompt, type the user's name with the sub-admin role you want to delegate the object.
    Select the object type "Project".
    Select the appropriate project from the list.
    Click .

  • 12.Directly delegate Team Managers with your Admin​

    Navigate to tab in the Sub-admin Managed Objects section.
    Click the "Create managed object" in the top right.
    In the prompt, type the user's name with the sub-admin role you want to delegate the object.
    Select the object type "Team".
    Type the appropriate team(s) to be managed by the user.
    Click .

  • 13.Manually Backup your Project with your Admin​

    Together with your system admin, navigate to tab in the Backup Objects section.
    Click the "Create new backup object" in the top right.
    In the prompt, select the backup domain.
    Next, select the object type "Project".
    Select the project that you want to back up.
    Click .
note

All projects are automatically backed up upon creation. However, for good practice, you can follow the above instructions to verify the existence of the backup object.

Users

  • 14.Login, View the Project, and Run your Virtual Machine​

    Login as usual into tiCrypt.
    Click on your notifications in the top right.
    Read the announcement for the project from your sub-admin/PI.
    Navigate to tab in the section on the top right.
    View the project you were added to based on the recent announcement.
    Click the project to view its members and their details.
    Tag project files/directories with the appropriate project tag.
    Navigate to tab in the section.
    Select the appropriate virtual machine corresponding to your project.
    Click "Connect" button in the center-right.
    Click "Open Remote Application" button to start using the VM of the project.