KB015: Secure Enclave Project Onboarding Checklist (NIST 800-171)

Target Audience: Research Computing Team, ISO, ITS Purpose: To provide a complete, step-by-step checklist for fully onboarding a new NIST 800-171 compliant research project into the Secure Enclave, including environment setup, resource configuration, and security documentation.

Phase 1: Project Initiation & Administrative Setup

1.1: Initial Request & Consultation

Log initial researcher request in the CRM (Nexus).
Hold a kickoff meeting with the PI to confirm the need for a Secure Enclave and discuss the shared cost model.

1.2: Financial & Legal Prerequisites

(Chuck) Obtain the Chart of Accounts (COA) from the researcher.
(Okey) Draft the Memorandum of Understanding (MOU) using the provided COA.
(Chuck/PI) Route the MOU for all required signatures (PI, Department Head, etc.).
(Okey/Steven) Once the MOU is fully executed, create the unique Google Billing ID for the project.

1.3: Data Security Plan (DSP) Development

(Chuck) Generate the initial DSP draft using the AI-powered script/template.
(Chuck/Nick) Send the draft to the PI and their research team for review and to add all personnel who will need access.
(Nick) Conduct the formal security review of the DSP, ensuring all NIST 800-171 controls are addressed.
(Chuck/PI/Nick) Route the finalized DSP for official signatures from all parties. (Note: This can happen in parallel with Phase 2).

Phase 2: Technical Environment Configuration

2.1: GCP Project & Billing

(Steven) Create the new, dedicated GCP project (e.g., ucr-ursa-major-<lab-name>).
(Steven) Apply the newly created Google Billing ID to the project.

2.2: Core Infrastructure & Access

(Steven) Deploy the baseline infrastructure using the Stellar Engine Terraform blueprints.
(Steven) Configure the Bastion Host (Jump Host) for secure SSH access.
(Steven) Implement all necessary VPC Service Controls and firewall rules.
(Nick) Verify that FIPS mode is enabled on all VMs.

2.3: Compute & Software Setup

(Steven) Deploy the required number of Linux VMs based on the researcher’s requirements.
(Steven/Chuck) Work with the research team to install and configure all required custom software and Python libraries.
(Steven) Document the final baseline configuration for the VMs.

2.4: User & Identity Management

(Chuck) Ensure all project members (PI, researchers, external collaborators) are in the CRM (Nexus).
(Steven) Create unique user accounts on the compute nodes for all authorized personnel listed in the DSP.
(Steven/Nick) Define and apply appropriate, least-privilege IAM roles in GCP.
(Nick) Ensure MFA is enforced for all user access.

Phase 3: Training, Data Transfer & Hand-off

3.1: Mandatory Security Training

(Chuck) Schedule the mandatory Secure Enclave Training (Zoom) with the PI, their research team, and the ISO Risk team.
(Chuck/Nick) Conduct the training, covering: researcher responsibilities, secure access methods, compute environment rules, and strict protocols for data ingress/egress.
(Chuck) Log training completion for all authorized users in the CRM (Nexus).

3.2: Data Ingress

(Chuck) Work with the researcher to securely transfer the project data into the enclave’s Google Cloud Storage bucket.
- Note: Data often originates from sources like dbGaP (NIH), DOD, NSF, or DOE, and may be subject to NIST 800-171 Rev 2. Data ingress must strictly follow the protocols established in the training.

3.3: Final Security & Monitoring Setup

(Nick) Configure and verify that all audit logs are being exported to the central log sink.
(Nick) Configure Security Command Center (SCC) to monitor for threats and vulnerabilities.
(Charles/Team) Install and configure endpoint security tools (e.g., Trellix) on all VMs.

3.4: Project Hand-off

(Chuck) Send a final “Project Ready” email summarizing the environment details and providing the necessary credentials to the trained users.