GDPR: Protect Personally Identifiable Information

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To help your organization protect the personally identifiable information (PII) of resources,
Classic PPM
 includes data protection features. The availability of these new features coincides with the May 2018 General Data Protection Regulation (GDPR) in the European Union. GDPR is also included in the United Kingdom Data Protection Act. Compliance is required from any international firm with ties to data in the European Union.
GDPR data protection laws were enacted to provide EU citizens in all member states with greater control over their personal data. Businesses that compromise or misuse personal data are subject to possible fines. To mitigate these risks, including hacking, data breaches, and other cyber threats,
Classic PPM
 allows administrators to anonymize (randomize or scramble) specific PII data for inactive resources.
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CAUTION
: This feature permanently protects certain data by scrambling it. Access to original data is irretrievably lost. As an administrator, it is your responsibility to make a secure backup, if permitted by your security policies, before using this feature.
GDPR: Feature Highlights
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Installation
: Install the new content items for personally identifiable information (PII) from the PMO Accelerator. Installation is handled for SaaS customers. On-premise customers can decide when to install the content, or to decline.
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Configuration
: To organize the subset of attributes subject to protection, add any new attributes that you create for resource anonymization to this list. By default, the application is configured to anonymize the following attributes for inactive resources that you select: resource ID, resource full name, resource first name, resource last name, resource email address, and username. The complete list of obfuscated data appears further down this page.
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New Protected Attributes
: You can create a custom attribute on the
Resource
object in Studio. These optional steps are not new. They are not shown on this page. Click
Administration
,
Studio
,
Objects
and filter the object list to open the
Resource
object. For example, create an attribute for the last four digits of a personal ID number or a five-digit pin. Then click
Home
,
Custom Attributes
,
PII Attributes
. Add your new attribute to the
Personally Identifiable Information (PII) Attribute List
page.
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User Access
: Configure the personal attributes on a page where other authorized users can access them. We recommend that you keep them together for easy access. For example, you want resource managers to edit a personal pin number or to set the
Anonymize Personally Identifiable Information (PII)
check box. In this example, we add the
Anonymize Personally Identifiable Information (PII)
and
PII Last Anonymized Date
to the right-side of the
General
section of the
Resource Settings
page.
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Manage Protection
: Authorized users, for example, resource managers, can select the
Anonymize Personally Identifiable Information (PII)
check box to flag this resource for protection. The next time an administrator runs the
Anonymize Personally Identifiable Information (PII)
job, the
Resource Settings
page will show the date in the
PII Last Anonymized Date
field. Unless you plan on anonymizing
all
resources, to apply protections you must clear the
Active
check box. Typically, only
inactive
resources are subject to anonymization.
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Administration
: The lead system administrator configures the availability of the Anonymize Personally Identifiable Information (PII) job. They answer the following important questions:
Who can run this job?
Can those authorized users anonymize only inactive resources who are flagged for protection?
Can those authorized users anonymize all resources?
Do the data protection policies in place at my organization warrant such use?
To anonymize all resources, the system administrator clears the read-only constraint on the parameter appropriately named
WARNING! Anonymize ALL Resources
. The administrator makes an optional secure backup. Before the job runs, an administrator determines if that instance of the job is going to scramble only the subset of selected inactive resources, or all resources.
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Administration
: The administrator runs the Anonymize Personally Identifiable Information (PII) job with the following check box selected:
Anonymize Only Inactive Resources with Anonymize PII Selected
. The job scrambles
only
the personal attributes of the
inactive
resources that also have their
Anonymize Personally Identifiable Information (PII)
check box selected.
If you have enabled auditing for any of the custom attributes in the resource object, the Anonymize Personally Identifiable Information job may fail in PostgreSQL environments. Read this KB Article for more information on the cause and the workaround.
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Protection
: After all these levels of security, the designated resources show a serialized coded value to protect their original data which is now obfuscated forever. In the example above, two resources continue to show their historic resource manager assignment. However, Cheryl Amos now appears throughout the application as
ZZZ5000366
.
Verify that you have backed up all your resource data before you run the Anonymize Personally Identifiable Information (PII) job. When you run this job, the resource data is permanently obfuscated. You cannot undo this operation. CA Support and Broadcom Service partners cannot help retrieve lost data unless you made a reliable backup. A backup is helpful if you are testing the feature and want to restore data, or you accidentally obfuscated data that you want to restore. However, you might need to encrypt, obfuscate, or purge the backup to comply with your security policies or other regulations.
Install the PII Content Items
The PMO Accelerator add-in is required. The content items for on-premise customers are automatically installed in new environments when you install the PMO Accelerator; however, upgrading customers can choose when to perform these steps.
Follow these steps
:
  1. Log in to
    Classic PPM
     as an administrator.
  2. Click
    Administration
    ,
    Studio
    ,
    Content Add-ins
    .
  3. Open the
    Accelerator - Program Management Office
    add-in and click the
    Items
    tab.
  4. In the
    Content Item Name
    filter field, enter
    *pii*
    The following content items appear:
    Anonymize PII - Job
    PII Attribute - Lookup
    PII Attribute Filter View - View
    PII Attribute List View - View
    PII Attribute Object - Object
    PII Attribute Property Views - View
    PII Attributes - Menu
  5. Select all seven items and click
    Install
    .
    The items show a
    Status
    of
    Installed
    .
Create Custom Attributes for Personally Identifiable Information
The resource attributes First Name, Last Name, Resource ID, and Email Address are anonymized by default. If you want to store PII information in a custom attribute and anonymize its value, you can configure that attribute as a Personally Identifiable Information.
  1. Click
    Administration
    ,
    Studio
    ,
    Objects
    .
  2. Filter the object list to open the
    Resource
    object.
  3. Click the
    Attributes
    tab.
  4. Create an attribute. For example, create an attribute for the last four digits of a personal ID number or a five-digit pin. Anonymization supports the following custom attribute types: string, large string, number, date, and URL. Custom object attachments are not included. See the
    Studio
    documentation in the
    Reference
    section of the English edition of the documentation.
  5. Click
    Home
    ,
    Custom Objects
    ,
    PII Attributes
    . Add your new attribute to the Personally Identifiable Information (PII) Attribute List page.
    You can also use the XOG to import custom attributes in bulk.
  6. Click the Views tab and add the new attribute to the appropriate layout.
Add Personally Identifiable Information Fields to a Page Layout
You can organize personal information in one convenient place.
  1. Click
    Administration
    ,
    Studio
    ,
    Objects
    .
  2. Filter the object list and open the
    Resource
    object.
  3. Click the
    Views
    tab.
  4. Click
    [Layout-Edit]
    setup for the
    Resource Labor
    view.
  5. Choose
    Settings
    ,
    General
    page or, for stronger security, use a secure subpage.
    We recommend that you add the personal data attributes to a subpage and set access rights to protect the subpage.
  6. Click the
    Properties and Layout
    icon.
  7. Add the
    Anonymize Personally Identifiable Information (PII)
    and
    PII Last Anonymized Date
    fields.
  8. Click
    Save and Return
    .
Select the Protected Resources
As a resource manager or a user with appropriate access rights to resources, you can now flag one or more resources for protection.
Seeded admin resources are not anonymized. The system does not allow you to anonymize the admin and csk.admin (PMO Accelerator) users.
Follow these steps:
  1. Click
    Home
    ,
    Resource Management
    ,
    Resources
    .
  2. Open a labor resource. You can anonymize only resources of type
    labor
    .
  3. Click
    Properties
    ,
    Settings
    .
  4. Select the
    Anonymize Personally Identifiable Information (PII)
    check box to flag the resource for protection.
    After you run the Anonymize Personally Identifiable Information (PII) job, the
    PII Last Anonymized Date
    field displays the date and the
    Anonymize Personally Identifiable Information (PII)
    check box is cleared.
    If you update an already anonymized data, you must select the
    Anonymize Personally Identifiable Information (PII)
    checkbox again for the updated data to be scrambled again. However, if you add a new PII custom attribute, you need not select the checkbox manually. The job automatically scrambles the values of all PII attributes (new and updated) for all the protected resources.
Run the Job to Scramble the Data
As a prerequisite, set up DBLINK. The job fails without DBLINK.
Verify that you have backed up all your resource data before you run the Anonymize Personally Identifiable Information (PII) job. When you run this job, the designated personal resource data is permanently obfuscated. You cannot undo this operation. CA Support and Broadcom Service partners cannot help you retrieve lost data unless you made a reliable secure backup.
  1. Click
    Home
    ,
    Reports and Jobs
    , and click the
    Jobs
    tab.
  2. Run or schedule the Anonymize Personally Identifiable Information (PII) job. Leave the
    Anonymize Only Inactive Resources with Anonymize PII Selected
    option checked.
    The job anonymizes PII attributes for all protected resources.
    The
    WARNING! Anonymize ALL Resources
    parameter will anonymize all the internal resources, irrespective of their status or anonymization flag. This option is set to read-only by default in the job to avoid accidental selection. If you have a use case to anonymize all internal resources, remove the read-only flag from the job parameters list. Ensure that you use this parameter with extreme caution as you cannot revert once the resource data is anonymized. The users' status changes to Lock and they can no longer access
    Clarity
    .
    If you have enabled auditing for any of the custom attributes in the resource object, the Anonymize Personally Identifiable Information job may fail in PostgreSQL environments. Read this KB Article for more information on the cause and the workaround.
  3. Click
    Home
    ,
    Resource Management
    ,
    Resources
    , and open an inactive, protected resource to verify whether the PII Information is anonymized.
  4. To anonymize the same data in the data warehouse, run the Load Data Warehouse job in full mode. An incremental load is not sufficient for pushing out the changes in resource data.
Attachments for Anonymized Resources
The feature handles any attachments on the resource object. However, attachment custom attributes for the resource object or subobjects are not available for selection in the PII Attribute object lookup.Instead of scrambling data in attachments, they are deleted. Attachments include any files that the user uploaded, even their personal avatar image.
  • The Anonymize Personally Identifiable Information (PII) job flags resource custom attributes defined as attachments to be purged.
  • The Purge Documents job purges these documents for all anonymized resources. The job purges the attachments of all protected resources whenever it runs. The job parameters you select for projects or other criteria do not limit this behavior.
  • Exception
    : Any attachments in custom attributes for resource subobjects are not flagged or purged.
Database and Data WareHouse Fields With Personal Data
The following schema tables and fields are subject to obfuscation. In other words, these attributes can be protected by replacing the original data with an encoded serialized number.
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CMN_AUDITS
  • value_before
  • value_after
  • raw_value_before
  • raw_value_after
CMN_SEC_USERS
  • user_name
  • first_name
  • middle_name
  • last_name
  • email_address
  • sms_email_addresss
  • photo_file
  • full_name
  • bo_user
  • user_uid
  • favorite_photo
NBI_PROJECT_CURRENT_FACTS
  • ae_last_name
  • ae_first_name
  • manager_last_name
  • manager_first_name
NBI_RESOURCE_CURRENT_FACTS
  • manager_last_name
  • manager_first_name
  • resource_code
  • last_name
  • first_name
NBI_RT_FACTS
  • resource_code
  • last_name
  • first_name
  • manager_last_name
  • manager_first_name
NMC_CONVERSATIONS
  • resource_name
NMC_INTEGRATIONS
  • user_name
  • proxy_user_name
ODF_CA_RESOURCE
  • obj_bi_user_id
PAC_MNT_PROJECTS
  • resource_code
  • approvedby_resource_code
  • awaitapprvl_resource_code
PAC_MNT_RESOURCES
  • resource_code
  • reportsto_resource_code
PPA_BILLING
  • resource_code
  • entry_resource_code
  • lastupdtdby_resource_code
PPA_MATRIXVALUES
  • value1…value10
PPA_POSTINGBATCH
  • post_resource_code
PPA_TRANSBILL
  • resource_code
  • entry_resource_code
  • lastupdtdby_resource_code
PPA_TRANSCONTROL
  • resource_code
  • entry_resource_code
  • lastupdtdby_resource_code
PPA_TRANSWIPADJUST
  • resource_code
  • entry_resource_code
  • lastupdtdby_resource_code
PPA_WIP
  • resource_code
  • entry_resource_code
  • lastupdtdby_resource_code
PROJSTAFF
  • resource_code
PROJREVISION
  • approvedby_resource_code
  • awaitapprvl_resource_code
  • resource_code
SRM_CONTACTS
  • job_title
  • address1
  • address2
  • address3
  • city
  • state_province
  • country_id
  • postal_code
  • phone_home
  • phone_work
  • phone_cell
  • phone_fax
  • phone_pager
  • url
SRM_RESOURCES
  • unique_name
  • first_name
  • middle_name
  • last_name
  • full_name
  • email
  • sms_email
Disclaimer: CA is not responsible for protected data that you anonymize and later decide you want to retrieve.