Project-SDE-WP-Suite/docs/waves/wave-13.md

# Wave 13 — Okta/AD deprovisioning sync

**Items:** `D18`
**Depends on:** wave 10 merged (it is). Not blocked by wave 11 or wave 12, but
shares `server/app.py` account-state surface with wave 12 (`CR-020`) — sequence
commits to avoid an avoidable conflict.
**Decision record:** `docs/waves/decisions-2026-09-17.md`

Six tasks, in build order. **T13.3's fail-closed behavior is the most
important done-when list in this wave — do not relax it to ship faster.**

---

### T13.1 — D18: shrink `AUTH_SESSION_HOURS`

- **Items:** `D18`
- **Depends on:** nothing (first task, independent of the rest)
- **Blocks:** nothing
- **Surface:** `server/`
- **Files:** `server/auth.py`, `server/.env.example`, `DEPLOYMENT.md`

**Do:** Change the default from 12 to 2 hours. Document the change and the
reasoning (defense in depth against an already-live session outliving a
deprovisioning event) in `server/.env.example` next to `AUTH_SESSION_HOURS`,
and in `DEPLOYMENT.md`'s auth section. Note in the PR that this is proposed,
not confirmed against the tenant's actual Okta SSO session policy — flag it
for Nick/IT rather than treating 2 as unquestionable.

**Done when:**

- [ ] default is 2 hours; still overridable via env, unchanged mechanism
- [ ] `.env.example` and `DEPLOYMENT.md` explain why
- [ ] existing session/auth tests updated for the new default where they
      assumed 12

---

### T13.2 — D18: Okta Management API client

- **Items:** `D18`
- **Depends on:** nothing (independent of T13.1)
- **Blocks:** T13.3
- **Surface:** `server/`
- **Files:** new `server/okta_sync.py` (or extend `server/okta_auth.py` —
  task's call), `server/.env.example`

**Do:** A small client for Okta's user-list endpoint, authenticated with a new,
separate credential (e.g. `OKTA_API_TOKEN`) — not the OIDC client secret used
for sign-in. Fetch the full user list (paginated per Okta's API) rather than
one-by-one lookups per local user; this app has ~20-odd accounts today, and a
list-and-diff is simpler and cheaper than N calls. Return each Okta user's
identity-claim value (matching `OKTA_IDENTITY_CLAIM`, already confirmed live
per wave 10) and status.

Follow the existing pattern for external credentials in this repo (`MICRON_DB_URL`,
`SMTP_PASSWORD`): env-only, never logged, never returned to the browser in an
error message.

**Do not:** reuse `OKTA_CLIENT_ID`/`OKTA_CLIENT_SECRET` for this. Sign-in and
the management API are different trust boundaries with different scopes;
conflating them means a compromise or rotation of one affects the other
unnecessarily.

**Done when:**

- [ ] the client authenticates with its own credential, distinct from the OIDC
      client
- [ ] it fetches the complete Okta user list, handling pagination
- [ ] an auth failure or malformed response raises a clear, specific error
      rather than returning an empty list indistinguishable from "everyone was
      deprovisioned" — this distinction is what T13.3 depends on
- [ ] the credential is never logged or surfaced in any API response

---

### T13.3 — D18: the sync job

- **Items:** `D18`
- **Depends on:** T13.2
- **Blocks:** T13.4
- **Surface:** `server/`
- **Files:** `server/okta_sync.py`, `server/app.py` (or wherever `log_event`
  lives)

**Do:** Compare the Okta user list (T13.2) against local `users` rows. For any
local `is_active=True` user whose Okta identity is missing from the list, or
present with a non-active status, set `is_active=False` and write an
`AuditLog` row (`actor="system:okta_sync"`, action e.g.
`user_deprovisioned_by_sync`, detail naming the Okta status found). Never
touch a user already `is_active=False`. Never re-enable anyone.

**The fail-closed rule, non-negotiable:** if T13.2's client raises an error of
any kind (network, auth, malformed response, timeout), this task takes **no
action on any account** for that run and logs the failure clearly (server log,
at minimum). An error is never treated as "Okta returned zero active users."
Write a test that asserts this directly: feed the sync a failing client and
assert zero rows changed and zero `AuditLog` entries written.

**Done when:**

- [ ] a user missing from Okta's list, or present but not active, is disabled
      with a correctly-detailed audit row
- [ ] a user already disabled is left alone (no duplicate audit row each run)
- [ ] an active Okta user already active locally produces no audit row (only
      changes are logged, not a clean bill of health every cycle)
- [ ] **a simulated Okta API failure results in zero account changes and zero
      audit rows** — this is the one check that must never be skipped or
      weakened
- [ ] the job never re-enables an account under any input

---

### T13.4 — D18: run it on a schedule

- **Items:** `D18`
- **Depends on:** T13.3
- **Blocks:** T13.6
- **Surface:** `server/`, `docker-compose.yml`
- **Files:** `server/app.py` (startup hook) or a new sidecar per the `backup`
  container's pattern — task's call, per the decision record's noted
  alternative

**Do:** Wire T13.3 to run on an interval (proposed 15 minutes, env-overridable
— e.g. `OKTA_SYNC_INTERVAL_SECONDS`, matching `BACKUP_INTERVAL_SECONDS`'s
naming). Default choice is an in-process background task in the `api`
container; if a separate container is chosen instead, follow the `backup`
service's shape (own Dockerfile or script, `internal` network plus whatever
egress reaching Okta requires — check whether `outbound` as currently defined
is sufficient or Okta needs a distinct allowance).

**Done when:**

- [ ] the job runs automatically on the configured interval without manual
      invocation
- [ ] interval is env-configurable with a sane default
- [ ] a container restart does not produce a duplicate/overlapping run, and a
      slow cycle does not stack with the next one

---

### T13.5 — D18: admin visibility

- **Items:** `D18`
- **Depends on:** T13.3
- **Blocks:** T13.6
- **Surface:** `html/`
- **Files:** `html/users.js` / `html/admin.js` (wherever audit history is
  already surfaced)

**Do:** Confirm an auto-disable reads clearly wherever admins already look at
account history — the actor string (`system:okta_sync`) should be
self-explanatory in context, not require reading server logs to understand.
Do not build new UI beyond making sure the existing audit surface renders this
actor sensibly. Email/notification to admins on auto-disable is a noted
fast-follow (the decision record flags it as open, not required here) — do not
build it in this task; log it instead if it's tempting to add.

**Done when:**

- [ ] an auto-disabled account's audit entry is visible and legible in the
      existing admin UI without special-casing
- [ ] nothing here silently assumes `CR-019`'s activity view exists yet — this
      must work standalone

---

### T13.6 — D18: verification

- **Items:** `D18`
- **Depends on:** T13.4, T13.5
- **Blocks:** nothing
- **Surface:** `server/`
- **Files:** as touched above

**Do:** Full verification per `CLAUDE.md`. Beyond the usual run: specifically
re-run T13.3's fail-closed test in isolation and confirm it still passes after
T13.4's scheduling wrapper is in place — the scheduling layer must not
introduce a path that swallows the client's error and proceeds anyway.

**Done when:**

- [ ] all `D18` acceptance criteria in `decisions-2026-09-17.md` are met or a
      failure is stated with a reason
- [ ] the fail-closed behavior is verified end to end through the scheduled
      wrapper, not just the bare sync function
- [ ] smoke test and `seed_demo.py` both still pass
- [ ] full test suite passes

---

## Wave 13 exit criteria

- [ ] `AUTH_SESSION_HOURS` defaults to 2, documented
- [ ] the sync job runs on a schedule and correctly disables accounts Okta no
      longer shows as active
- [ ] every auto-disable is individually audited with a clearly non-human actor
- [ ] an Okta API failure of any kind changes zero accounts — verified, not
      assumed
- [ ] the sync never re-enables an account
- [ ] `D18` fully accounted for, no open acceptance criteria