Admin User Management - Trust Access

What is a Trust?

• Trust is a grouping of sites

What can a Trust admin do in TIS?

Trust administrators need access to TIS data, but only to the data relating to their Trust - they should NOT have access to other TIS data

This is described in specific detail in Admin User Management (roles and permissions) and repeated below:

• can view/edit People limited to Trainees and Trainers 'related' to their Trust - (Trainee → All Placements → Sites → Trusts)
• can view/edit the People L3 tabs containing Personal Details, Placements and Programme Memberships, Sensitive Data (the 4 actual Sensitive Data fields are hidden)
• cannot view/edit the People L3 tabs containing Qualifications or Assessments
• can view only / not edit Posts, limited to posts 'related' to their Trust (Post → Site → Trust)
• can view only / not edit all Programmes.
• For clarity, HEE Trust Admins will NOT have access to the TIS Admin section, Revalidation & Concerns
• For clarity, as the Trainee 'related' to their Trust includes 'All' Placements, historical and future, the HEE Trust Admin will see Trainees across a range of Local Offices.

Solution Design

The design includes some basic elements:

1. Allocating all Trust administrators to a new role in Keycloak - one role for all Trust admins
2. Linking a Trust Admin to their Trust - initially only one Trust
3. Limiting access to TIS at the top menu level - Trust Admins will only have visibility and access to People, Post and Programmes L1 menu items (not Assessments, Admin)
4. Limiting access to Sensitive data fields within the Sensitive data L2 menu in People - Trust Admins won't see the four sensitive data fields in People records
5. Limiting access to TIS data within People and Post - the List and CRUD for both People and Posts will only show People/Posts relating to the Trust(s) of the Trust Admin
6. Read Only access to Programmes and Posts, Read/Write access to all data visible in all People L2 tabs

We will return to re-implementing authorisation once a new design has been established to provide appropriately secure roles and permissions.

Allocating Trust admins to a new Role

We will create a new 'HEE Trust Admin' role in Keycloak, in parallel to the existing roles - Admin User Management (roles and permissions)

Linking a Trust admin to their Trust

We will create a new table in the Profile service which will contain the relationship between the TIS Username and the Trust ID

(Simon suggested Trust Code as unique and known by users or retrieval from TIS easily - which whilst initially we script the additions would potentially make it easier. Think it should be TrustID for consistency - need to examine how we'll specify trust users for Phase 1)

Phase 1

Initially we will create the table and populate manually using scripts

Phase 2

Develop a Trust Admin page(s) within TIS Admin which: (Matt Leech (Unlicensed) to consider design here)

• Search for a Trust by trust name
• Multi-select the Trust admins associated with that Trust (search dropdown of all HEE Trust Admin role members)
• Do we need to show a list of Trusts which have Trust admins assigned to them? Don't need to show a full list of Trusts as only a small % will have admins

Develop a User creation page within TIS Admin:

In order that Trust Admin creation is a streamlined process, we might need to implement the User creation page within TIS Admin which pushes a new user and their Groups and Roles to Keycloak via the API whilst creating in parallel in the Profile service. (this removes the need for the Trust Admin to login a first time to populate the Profile service, before the TIS Admin can link them to a Trust which would make first time login an awkward 2 step process)

Implementing authorisation for Trust Admins

As a purely tactical solution ahead of re-designing a more secure implementation of Roles and Permissions, we will use the existing solution with the Profile service front end session code to write the Trust Admin role to the User cookie with the existing Roles and Permissions - no change should be required here.

Limiting access to TIS top menu sections

Implement standard permission constraints in the Front End cfor 'HEE Trust Admin' to only People and Posts L1 menu items. This role should also NOT be able to see sensitive data.

Limiting access to Sensitive Data Fields

Implement standard permission constraints in the Front End to limit 'HEE Trust Admin' role to not see the 4 Sensitive Data fields that are already hidden from standard HEE Admins

Limiting access to TIS records within People and Posts

People

Trust ID can be established by navigating through a Person's Placements to its Post, to its Site, to its Trust. Because we expect this to be too slow to perform in real time, we're suggesting a PersonTrust table linking a PersonID to a TrustID - 1:many (1 Person can be in Many Trusts).

Use the PersonOwner table/solution as a model for this -

1. Overnight scripted full update to rebuild the table for all People
2. Placement updates also triggering individual record level updates to this table

Note: each Person's can have multiple placements - each will generate a TrustID entry, so a person will have multiple Trusts

For all People endpoints - List and CRUD - when checking the logged in users authorisation against the profile service - if the user is a Trust Admin, retrieve their Trust ID (change to profile service and how its called?)

The People List endpoint would then apply an extra parameter on the select to further filter the returned People by joining to the PeopleTrust table on the TrustID

The people CRUD endpoints will validate that the person record being acted on is linked to the TrustID and accessible to the Trust Admin, if not return a permission error to the Front End

Posts

Initially we need to performance test retrieving a list of Posts with an extra TrustID element to the SQL query - navigating from each Post to its Site, then to its Trust

If this isn't performant enough in realtime we will need to explore denormalising the TrustID into the Posts table or a linked table

Similarly to People, we then need to obtain the Trust ID from the profile service during authorisation if the user is a Trust Admin

For the Post List we need to limit the results returned against any search or filter to those related to the Trust using the logic Post-Site-Trust

For the Post CRUD endpoints we need to deny the front end access to posts they don't have a link to.

TIS Stories/Tasks

Discussion

• Only relevant for current trusts
• Look at how to hook a Trust's Trainers into the People list filter - is their a past/future concept with Trainers?
• Concerns
• Performance challenge by adding new filter (can be checked in half day)
• Can one user be linked to multiple trusts?
• Where do we get the trust information?
• How many trusts do not have people linked? Which ones?
• Changes to URL can bypass permissions controls << security can be built later