Business Process for implementing Maintenance Packs

Sachin Yadav

Dept. of IT

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Agenda

Agenda— Background— Goals— Overview— Benefits— Status/Next Steps— Questions

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Background (Current Business Process)

So far, periodically CMS used to rollout Baseline Releases (BR) for campus (HR & SA)

These BR(s) were a consolidation of PeopleSoft bundles and CMS baseline changes.

■ Technical team would do the impact analysis of the new changes in BR

■ Users would be called in for ‘comprehensive’ Testing Sessions. These sessions were business process driven and not change

driven. Users were responsible to test ‘all’ the business processes. These sessions were comprehensive in testing but not in

functionality assessment and adoption.

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Create a more efficient strategy for the application of changes ensuring:

Total testing time for every testing is decreased, no ‘tightly-scheduled’ comprehensive testing.

SF State environment remains up to-date with the latest releases and baselines changes.

Reducing application downtime for the campus:Eliminate the need for weekend applications

Reduce size of release so that they can be applied within regular campus maintenance window of COMR(s).

Goals

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Move from a Baseline Release to a Maintenance Pack (MP) approach

Maintenance packs will be numbered sequentially, in accordance with a published schedule.

Sequential/linear approach – each maintenance pack will be a pre-req for the next one.

Instead of implementing big Baseline Releases we will implement Maintenance Packs

Scheduled - Scheduled Maintenance Pack (SMP) would be planned in advance and a monthly communication would be sent out.

Unscheduled – Communication for Unscheduled Maintenance Pack (UMP) would be sent out on Mondays (if any) to all the SME(s).

Overview of Proposed Strategy – MP Approach

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Overview of Proposed Strategy - continued

Single source of truth – All communications regarding MP(s) would be posted on web (web address of do-it).

Information regarding tasks and their owners (SME’s) would be sent to SME(s) and would also be and posted on web as User Communication document(UCD).All UCD(s) would be published online at do-it address.

UCD nomenclature:

UCD-Summary of Release Changes_MP1_20081003.doc

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Technical team would do the initial impact analysis for MP

Any campus specific impact Eg. New field in Job data record to be added in ETARC or not not ?, would be identified and added onto respective UCD.

A remedy ticket for any such impact shall be created and reference be added in the UCD document

UCD would comprise of CMS + PeopleSoft baseline changes along with any change impact identified by technical team.

Respective SME(s) would review the UCD and test the specific tasks assigned to them

Business owner would assess the impact of the new/changed functionality

If the ‘new’ functionality impacts current business process.

If the ‘new’ functionality be added in the current business process

Business Process for MP approach

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Overview of Proposed Strategy - continued

Following are the assumptions derived upon approval of a change/task by business owner

The change/task does not impact business process or the appropriate modifications have been done, tested and approved to cater the impact.

Any change in functionality associated with the change/task does not need any change in downstream applications Eg. ETRAC or in any other SF campus specific enhancement or report.

Any associated changes have been documented in business process document and have been/ would be communicated to end users.

Upon approval on all the change/tasks indicated in the UCD, campus would request CMS for MP deployment

Technical team would create a SOSS ticket and work with CMS to deploy the respective MP in next COMR window.

A communication would be sent out to all SME(s) after MP is deployed successfully.

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Business Process – a graphical layout

CMS publishes the Schedule of SMP

Technical team does the impact analysis and

prepares UCD

UCD is published on web and communication

is sent to all SME(s)

SME(S) tests specific Tasks

CMS communicates the upcoming UMP on

Fridays

• For every impact requiring technical change a remedy ticket is opened and assigned to business owner.

• UCD now has CMS reported changes and issues identified by Tech team

• Change/task does not impact current business process.

• Update/ enhancements are analyzed for downstream impact on SF specific custom changes Eg. ETRAC or existing custom reports.

• Remedy ticket is created for any identified issue Eg. report not showing enough data.

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The project plan

SF State implementation timeline for MP 1 and MP 2

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Benefits of approach

SF State environment would remain up to date with :

Any Peoplesoft released critical bundle/ fix.

Any regulatory/ critical changes as deployed by CMS central while ensuring,

All relevant SF State customizations are updated continuously.

Any enhancements are implemented and leveraged immediately by direct analysis of SME(s) as part of MP(s) approach

Eliminates coordinated big bulks of user time for testing – moving from business process driven approach to task driven approach.

User testing time is now reduced as users specifically test the tasks assigned to them.

Users spend more time on the actual issue and its impact, trying to determine if downstream processes (ETRACs, SQR(s), User reports etc) needs to be changed.

We get is a ‘most up-to-date’ environment, consistently catering to changing user and business requirements and processed with minimal user time.

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Concept presented to all Technical team for feedback /response

Response favorable

Present proposed ‘new’ Business Process of MP(s) to all SME(s) and user groups. – by Jan 9th

Discuss the project plan with all user groups- by Jan 9th

Internal documentation and web being updatedLink http://sfsu.edu/~doit/MP_Releases/index.asp Template created (webpage to created and posted by Angelina)

ImplementationFirst Phase for MP 1 and MP2 by Feruary end(detailed schedule posted online).

Ongoing MP(s) would be deployed as per the rollout plan by CMS

Status/Next Steps

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QUESTIONS

Finally– any..