Joan Bowen
Celeste McCormick
Lewis-Clark State College
Joan Bowen Application SpecialistRegistrar’s OfficeLewis-Clark State
College500 8th AveLewiston ID [email protected]
Celeste McCormickManager of Administrative
ComputingInformation TechnologyLewis-Clark State College500 8th AveLewiston ID [email protected]
R13 to R 16 conversion Mock Registration
Creation of Datatel Advisory Committee (DAC) Need for better communication between IT and
Users No ‘Us’ versus ‘Them’
Major Stakeholders Application Specialists’ roles
Admission Office Registrar’s Office Financial Aid Office Controller’s Office (Business Office)
Opportunity: New protocol for ITNew tools for downloading software updatesNew emphasis on IT research before loading
updates
Goal: IT preparedness Anticipate potential impact to the system Recommend specific testing by end users Address any custom impact
Two month cycle Load updates every other month Standing outage 5-8am every 2nd
Friday of the month Updates retrieved on weekly basis
Updates are NOT installed yet Research can be conducted in
smaller, more manageable batches IT and end users are constantly
aware of what updates are coming next
IT researches the updates & publishes info about them for the end user
Notify users about what updates are coming next and help them understand them better
Keep track of IT’s testing and research Provide a snapshot of the impact of the
full batch of updates Serve as a roadmap for the programmer
responsible for installing the updates
IT’s research and recommendations are NOT a substitute for end user research and testing
This disclaimer is posted on both the intranet and the spreadsheet:
The information that IT provides in the spreadsheet has two goals: first, to identify and (if necessary) address any impact that the updates will have on customized processes; second, to summarize IT's understanding of its scope and offer recommendations for particular areas to test. The information that we provide in the spreadsheet is in no way intended to supplant or substitute for the full Answernet documentation and is intended to supplement the full Answernet documentation along with your own assessments and testing.
Weeks 1 through 6 (every Monday):Latest updates retrieved from Datatel into
LPRUpdates are NOT installedLatest updates are listed in a spreadsheet
(including DMI updates)Latest updates are distributed among
programmers for researchProgrammers present results of research for
last week’s updatesSpreadsheet is posted on the intranet
Week 6 (Monday): Cut-off date No more updates will be retrieved from
Datatel after this date Week 6 (Friday): Live cloned to Test Week 7 (Monday):
All updates installed in Development and Test Testing begins
Week 8 (Thursday): User sign-off Week 8 (Friday): Updates loaded into Live
SU/Answernet #
Description Date retrieved from Datatel
Installed?
Go live date
Pre-requisite SUs
Pre/post install steps
What does the SU deliver?
What are users recommended to do about it?
What does IT need to do about it?
Has IT done its tasks?
The information that IT provides in the spreadsheet has two goals: first, to identify and (if necessary) address any impact that the updates will have on customized processes; second, to summarize IT's understanding of its scope and offer recommendations for particular areas to test. The information that we provide in the spreadsheet is in no way intended to supplant or substitute for the full Answernet documentation and is intended to supplement the full Answernet documentation along with your own assessments and testing.
32616.74 Colleage Student and Core Summer Bundle Updates
2008.07.07 none 8-Aug
32996.44 Advancement Update and Membership Delivery
2008.07.07 none 8-Aug
36638.63 Retention Alert Follow-up - Phase 3
2008.07.07 none 8-Aug
SU/Answernet #
Description Date retrieved from Datatel
Installed? Go live date
Pre-requisite SUs
Pre/post install steps
What does the SU deliver? What are users recommended to do about it?
What does IT need to do about it?
Has IT done its tasks?
38749.82 Saved List Utilities Update
2008.06.16 none 8-Aug All pre-reqs already installed
None SLC now allows a continuation character "/" at the end of each paragraph line. SLP will not error out if 100 or more person IDs are entered.
Test SLC and SLP for functionality.
Nothing N/A
39274.81 WA312:Teamsite hyperlinks maintenance
2008.06.16 none 8-Aug 30680.15 (WebAdvisor 3.1.2)
None WebAdvisor hyperlink processing is now more flexible for developers, which improves the interface for end users.
Users are requested to test WebAdvisor.
IT needs to test all WebAdvisor links.
Not yet
37614.04 Update to WebAdvisor Transcript (WSTR)
25-Feb-08 None April 14 -live
24178.74, 32149.56, installed
None The sort specification for the WebAdvisor Transcript was corrected to meet new specs of a revised UT sort routine & now puts the data in the correct order & doesn't put errors in UT.THROWN.ERRORS
Users are requested to test the online transcript in WebAdvisor
Custom version of the transcript (XWESTS01B) was modified to meet the new specs of the sort routine & now puts the data in order oldest to newest. The modified page will go live with the SUs.
Not yet
SU/Answernet #
Description
Date retrieved from Datatel
Installed?
Go live date
Pre-requisite SUs
Pre/post install steps
What does the SU deliver?
What are users recommended to do about it?
What does IT need to do about it?
Has IT addressed the impact?
38476.37
Web Payment Enhancements - DMI Update
5/20/2008
Live 13-Jun
This update must be installed prior to loading and implementing SU31056.78-1805.
This software update contains new DMI components needed to support the Web Payment Enhancements project.
Nothing DMI updates deal with IT tasks. They facilitate the installation and function of associated software updates.
Yes. IT has reviewed this update.
Access to Answernet by Application Specialists to research software updates
Communication via e-mail (reply to all) Steps involved:
Admission Office Creates 6-12 records in Test Account Differing Criteria
Degree vs. Non-DegreeResidency Status
Registrar’s Office Different scenarios
Full-time vs. part-timeRestrictions (Holds)“Break all rules”
Financial Aid Office Import ISIR recordsCreate Financial Aid packages for studentsSatisfactory Academic Progress (SAP)
Controller’s Office (Business Office)Billing scenariosStudent Receivables - Financial Aid
TransmittalNotify Registrar’s office for schedule
changes affecting billingAccounts Receivable & Accounts PayableSponsored Billing
Report concerns during time that testing is within the individual offices
Showstoppers may require additional meeting time
Get IT involved in finding solutions
Nothing to LIVE until all stakeholders approve
Approval posted on the intranet
WebAdvisor Test Normal Processes at least once through
web Registration Grading Student Information for each office
Changes to WebAdvisor require more extensive testing
Release Highlights Review before software updates are loaded Learn new process in Test environment Create new security classes for new
mnemonics delivered in release
Test only those updates with information or instructions under “What does IT need to do about it?”
Divide updates among programmers to distribute the testing tasks
Address any custom impact Assist users as needed
Ask us!