Concourse & Jira DC Portal

Put Simply:
Automate and standardize end of engagement closure steps to drive policy compliance (data retention and archiving policies) and reduce risks of improper data retention, access to data and reduce license costs.

Why it Matters:
Teams currently rely on manual processes to wrap up engagements, resulting in: improper data retention, non-removal of client access to data and integrations and policy non-compliance. Automating closure helps drive compliance with records retention policy, removal of client access, better data hygiene and reduction in license costs.

Additional Context:
Triggered by the “Close WS” button, this process should include a configurable archival period (30/60/90 days), automatic deletion with exceptions as needed, and role-based access controls. It should also support automated disconnection and clean-up of integrated systems, while notifying stakeholders before data deletion and logging all lifecycle events for auditability.

Acceptance Criteria:

• Introduce Reactive (when user closes the engagement) and proactive (when the workspace have crossed due date + 30/60/90 days AND there is no activity in Concourse and it's downstream integrations) approaches to close a workspace

• Reactive approach:

  • Create a workspace closing wizard that would:

    • Prompt the engagement leader with "Has your engagement ended?"

    • Walk them through all required actions, such as:

      • Revoking client and PwC user access

      • Shutting down integrations (e.g., Jira, Miro, Confluence)

      • Confirming all documents are uploaded to Save It

      • Verifying Save It is ready to be closed

      • Confirming all tasks in Save It are complete

    • Include links or guidance to complete each sub-task

    • Collect reason for closure (e.g., lost pursuit, engagement completed)

    • Trigger a UC-backed automation that sends shutdown requests to all integrated systems

    • End with soft-deleting the workspace, retaining scopes for 90 days in a read-only state before final deletionCreate a guided closure process using pop up screen ensuring that all the required files and miro boards have been saved in Save it

    
    

• Proactive approach

  • Option 1

    • Leverage Save it's existing closure process and trigger closure of workspace in CC and all the downstream systems in case of inactivity (CC as an asset- UC)

  • Option 2

    • Monitor inactivity in CC and all downstream systems. If workpscae is inactive for 30/60/90 days, then send notification to the Eng lead and manager to check if the workspace is required

    • If yes, then do not initiate the closure process

    • If no, then initiate the closure process

    • If no response, proceed with the closure process

• Consider close options for Internal WS, Pursuit WS, Client workspace (single save it and WS with SharePoint and Save it both)

• Do not allow closure if the engagement lead/ manager is not active

• Archive engagement upon closure for 30 days

  • WS along with all integrated systems should be soft deleted EXCEPT Save it

  • WS along with all integrated systems should not be accessible by the users

  • Only admin users can see it

  • Remove client and PwC users from the workspace

  • Keep the engagement lead/ manager

• Ability to unarchive by admin users

• Auto deletion of workspace after 30 days

• Notify engagement owner before deletion

• Log all lifecycle actions for audit trail

• cleanup existing closed workspaces

Consideration:

Extract data from JIRA and save it in Save it (standard close out procedure)

Questions:

• • Can we control access for JIRA and Miro. What if they are book marked?

  • Should there be an impact on the archiving period if the engagement goes on Legal hold

  • If a workspace is unarchived and then archived again, should the count start from the beginning

  • What happens if the workspace is archived and engagement goes on legal hold

Supporters:
TE Directors, Delivery Excellence team, Compliance & Risk leads