Merge pull request #1043 from DFE-Digital/retrospective-adr-for-payro…

…ll-file-access

ADR for accessing the monthly payroll information

docs/architecture-decisions/0011-payroll-information-to-be-downloaded-directly-by-payroll-provider.md

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+# 11. Payroll information to be downloaded directly by payroll provider
+
+Date: 2019-11-14
+
+## Status
+
+Accepted
+
+## Context
+
+Every month the service pays out approved claims as part of a payroll process
+performed by a third party payroll provider. To perform this function the
+payroll provider needs to be given the details of the claims and claimants. This
+data is highly personal in nature and needs to be shared safely and securely
+with the third-party provider.
+
+## Decision
+
+The payroll provider will download the monthly payroll data file directly from
+the service’s back-office, which uses DfE's single sign-on service
+[DfE Sign In](https://services.signin.education.gov.uk/) for authentication.
+
+The payroll provider will be set up with their own organisation in DfE Sign In
+so that they can manage their own user access and be responsible for
+movers/leavers. Their users will only support a specific “Payroll operator”
+role. This role will only allow the downloading of the monthly payroll file and
+nothing else within the back-office.
+
+The monthly payroll file will only be downloadable by the payroll provider’s
+users. Other users will not be able to access the file.
+
+The file will only be available as a one-time download; once downloaded, that
+month’s file will no longer be available.
+
+## Consequences
+
+The payroll provider will be responsible for managing their own user access to
+the monthly payroll file depending on their operational needs.
+
+The payroll provider will need to take care when accessing the file as
+re-downloading will not be possible without developer intervention to reset the
+download.