CONTROLLED DOCUMENT: WI-ABM-0701
QMS STANDARDS
BUSINESS UNIT:
ABM 551 Fifth Avenue, Suite 300, New York, NY 10176
STANDARD TYPE:
Work Instruction
PROCEDURE TITLE: Renewal of Digital Certificates
AREA: Information Technology TYPE OF PROCEDURE:
Measurement and Verification
DOCUMENT NUMBER: WI-ABM-0701 REVISION: 1.2
PROCEDURE STATUS IMPLEMENTED DATE REVISION DATE
Released 04/15/14 04/15/14
UNLOCK DOCUMENT TO EDIT BEYOND THIS POINT 1.0 PURPOSE/SCOPE It is the mission of ABM and its business units to provide solutions and system applications that help the productivity of our employees and the delivery of services to our customers. The availability and accessibility of such solutions and applications are critical to their efficacy and continuous adoption. The availability of system applications is dependent on many factors that are managed by the ABM Information Technology (ABMIT) group. One factor involves the renewal of digital certificates based on the subscription renewal requirements and frequency. This Work Instruction (WI) provides the procedures that have been in put in place to ensure the timely renewal of system digital certificates; thus, preventing any interruption in system availability. The system applications that are specified in this WI are only those that are within the purview of the ABM Learning and Quality group (see Section 3.2). This WI is in support of SOP-0057, the Measurement and Verification phase of our Master Business Process. See Section 5.0 to learn more. 2.0 RESPONSIBILITIES 2.1 TASK RESPONSIBILITIES
It is the responsibility of the ABM Learning and Quality Managers to read, understand and abide by the provisions of this WI. It is the responsibility of the employees identified as Owners of the System Applications to comply with the provisions of this WI. It is the responsibility of the employees identified as Owners of the System Applications to solicit support and obtain assistance from the relevant ABMIT personnel to ensure compliance to the provisions of this WI.
2.2 APPROVAL / ESCALATION RESPONSIBILITIES The Senior Vice President of ABM Learning and Quality is the point of escalation of all matters inquired upon and contested within this WI. Procedure Title: Renewal of Digital Certificates
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CONTROLLED DOCUMENT: WI-ABM-0701
QMS STANDARDS
3.0 PROCEDURE (SOP OR WI STEPS) 3.1 DIGITAL CERTIFICATES A digital certificate or identity certificate is an electronic document that uses a digital signature to bind a public key with an identity — information such as the name of a person or an organization, the address, and the email address. The certificate can be used to verify that a public key belongs to an individual. Typically, the signature will be of a Certificate Authority (CA) but in a web of trust scheme, the signature is of either the user (a self-signed certificate) or other users. The renewal of server certificates is imperative to the availability or functionality of the system applications they serve. When a certificate expires, the system it serves may have one or more of the following effects:
The security of transactions in the website will be compromised The system will no longer be available for use The system users will encounter an error when trying to log in
Due to the possible outcomes listed above, the continuous renewal of digital certificates is a critical process in our enterprise. 3.2 AFFECTED SYSTEMS The scope of this WI is applicable specifically to the systems that are within the purview of the ABM Learning and Quality group. To view the list, please log into this link: http://www.abmlq.com/lqcertificateslist 3.3 RENEWAL OF CERTIFICATES The following steps list the procedures in the continuous renewal of digital certificates. STEP WHAT 1. 1Add certificate . information in the Systems Certificates List 2. Reminder email is sent to the “Owner” of the certificate 3. Take the necessary steps to renew the certificate
4. 5.
Modify the Expiration Date Second email reminder is sent to the “Owner” of the certificate
Procedure Title: Renewal of Digital Certificates
WHEN When a new certificate is procured
COMPETENCY (WHO) ABMLQ Manager
HOW (TOOLS) http://www.abmlq.com/lqcer tificateslist
60 days before the certificate expires
Certificate Owner
SharePoint Workflow Email
Upon receipt of reminder email and at least 30 days before certificate expires After certificate is renewed If Expiration Date is not modified within 30 days of expiration
Certificate Owner
Manual process
Certificate Owner
http://www.abmlq.com/lqcer tificateslist SharePoint Workflow Email
Certificate Owner
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CONTROLLED DOCUMENT: WI-ABM-0701
STEP 6. 7.
8.
WHAT Execute steps 3 and 4 above Escalation email is sent to the certificate owner’s manager Execute steps 3 and 4 above
QMS STANDARDS
WHEN After certificate is renewed If Expiration Date is not modified within 30 days of expiration After certificate is renewed
COMPETENCY (WHO) Certificate Owner Certificate Owner
Certificate Owner
HOW (TOOLS) http://www.abmlq.com/lqcer tificateslist SharePoint Workflow Email
http://www.abmlq.com/lqcer tificateslist
4.0 SPECIAL DEFINITIONS THE FOLLOWING TERMS ARE REFERRED TO IN THIS STANDARD; TO VIEW THE DEFINITION OF EACH TERM PLEASE CLICK ON THE LEXICON LIBRARY LINK: LEXICON LIBRARY TERM ABM LQ, Learning and Quality Digital Certificates QMS, Quality Management System SharePoint SOP, Standard Operating Procedure Symantec VeriSign WI, Work Instruction Workflow
5.0 ASSOCIATED REFERENCE DOCUMENTS THE FOLLOWING DOCUMENTS PROVIDE ADDITIONAL INFORMATION: DOCUMENT NAME SOP-0057 BP – Measurement and Verification
LOCATION http://www.abmlq.com/abmwi0701a
6.0 ASSOCIATED KNOWLEDGE DATABASE THE FOLLOWING KNOWLEDGE DATABASES PROVIDE ADDITIONAL INFORMATION: KNOWLEDGE DATABASE
Procedure Title: Renewal of Digital Certificates
LOCATION
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CONTROLLED DOCUMENT: WI-ABM-0701
QMS STANDARDS
7.0 ASSOCIATED TOOLS THE FOLLOWING TOOLS MAY BE REQUIRED FOR COMPLIANCE TO THIS STANDARD: ASSOCIATED TOOLS ABMLQ Systems Certificates List
LOCATION http://www.abmlq.com/lqcertificateslist
8.0 REVISION HISTORY REVISION DATE OF LAST REVISION LAST APPROVAL DATE
1.2 04/15/14 04/07/14
DOCUMENT AUTHOR: Melissa Cipriani
DOCUMENT MANAGER: Melissa Cipriani
REASON FOR CHANGE:
Revision 1.0 1.1 1.2
SECTION / PARAGRAPH CHANGED All All All
CHANGE MADE
Initial Entry Added pretty links and prepare for file review Package for release after approval
DATE OF REVISION 01/30/14 03/25/14 04/15/14
9.0 ELECTRONIC NOTIFICATION LIST: ELECTRONIC NOTIFICATIONS: GO TO CONNECTX | MY SITE – USE “FIND PEOPLE” TO LOOK UP THESE ROLES: ABMIT, Manager, Global Infrastructure Services ABMIT, Systems Engineer, Global Infrastructure Services ABMLQ Team ABMLQ, Senior Vice President
Procedure Title: Renewal of Digital Certificates
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CONTROLLED DOCUMENT: WI-ABM-0701
10.0
QMS STANDARDS
APPROVALS
PLEASE GO TO THE LINK BELOW FOR THE ELECTRONIC RECORD OF THE REVIEW AND APPROVAL OF THIS POLICY. DOCUMENT REVIEW FIRST APPROVER NAME: GREG LUSH BUSINESS UNIT: ABM
SECOND APPROVER NAME: MIKE WALKER BUSINESS UNIT: ABM
TITLE: SENIOR VP, LEARNING AND QUALITY TITLE: PROGRAM MANAGER SIGNATURE: ELECTRONIC APPROVAL SIGNATURE: ELECTRONIC APPROVAL
THIRD APPROVER NAME: BUSINESS UNIT: TITLE: SIGNATURE:
DOCUMENT HISTORY SECTION: Document Created on 01/30/14 by Melissa Cipriani Document Modified on 03/25/14 by Melissa Cipriani Document Modified on 04/15/14 by Melissa Cipriani
Procedure Title: Renewal of Digital Certificates
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