January 2008 OASIS Monthly Coordination Meeting

January 9th 2008

Agenda

• Max’s updates

• Updates and Fixes

• Migrations and Critical Processing

• Upcoming milestones and functional director updates

Max’s updates

• Milestones

• New Intake Process

• LoveFest 08

Updates and Fixes

– What did we do?• Tax update 7E & 7F for SA

• CS Bundle 12/Regs1 for SA

• CRM Bundles 27 – 30

– How did we do?• Participation

• Improvements in process this time made a difference

Updates and Fixes procedures• Determine schedule (with OASIS Leads/teams). This includes enough time for applying to DEM, refreshing another environment from

PRD and using that environment to apply the upgrade, run compare reports and analyze retrofits, provide adequate time for User Acceptance Testing/issue resolution, and time to apply to PRD (we have to consider payroll weekends, maintenance, etc)

• Distribute release notes to all teams.• Submit incidents for each task required throughout the process. This includes refreshes.• Determine designated contacts for each functional area – Retrofit developers (needed for compare reports and determining whether to

apply ASU customizations), analysts, Production verifiers, On Call Technical Resources, Signoff, Go/No Go decision. These contacts are required to assist with the entire process.

• Send communication throughout each phase of the upgrade (DEM, DEV, TST, PRD). Ensure OPS and TOPS are aware of each phase.• Apply bundles to DEM environment. Run compare reports and distribute to ASU.• Refresh designated upgrade environment (i.e. IDP) from PRD. Lock users except exempt users. Migration freeze begins. Developers

can continue working in DEV until bundles have been applied to PRD.• CMS apply bundles to designated upgrade environment. When complete, unlock developers who will apply retrofits in the upgrade

environment so that no one can overwrite what has been applied. • Developers apply retrofits and insert into their own retrofit projects. Systems team creates main retrofit project and merges developer’s

retrofit projects. Follow ASU retrofit process.• Security team applies manual security changes.• Developers should unit test in designated upgrade environment.• Refresh TST from PRD. Run compare reports and distribute to ASU. Lock users until testing can begin. • Apply bundles to TST environment. Migrate retrofit project from upgrade environment to TST. Systems Team – migrate emergencies

that have been applied to PRD in between this time. Work with developers if objects in the bundles are affected.• Security team applies manual security changes.• Unlock all users. Open up TST for user acceptance testing. • Record issues reported and determine resolution (with the help of OASIS contacts and CMS contacts).• Obtain signoff from Functional leads to move to PRD. Directors determine go/no go if we do not receive signoff from all teams.• Acquire contact information (phone/email, distribution lists) for weekend applied to PRD – we need an ‘on call’ developer/analyst list to

resolve any issues that are ‘fixable’ by ASU.• Obtain final list of ‘PRD verifiers’. Need asurite ID’s and email addresses to send notifications when PRD is ready.• Determine any ‘special circumstances’ for that weekend the upgrade is applied to PRD. (i.e. SUP refresh needed). Communicate to CMS

and ASU Operations.• Apply bundles to PRD. (lock out all users except verifiers/exempt users, PS_ id’s, PRC id’s)• Security team applies manual security changes (if needed).• Distribute notification to verifiers to signoff when upgrade is complete. OPS,TOPS included in communication.• When Verifier signoff complete, unlock users to open up to everyone (only if we lock users). Send out communication that Signoff is

complete. Migration freeze ends. • Refresh non-PRD environments.

Updates and Fixes Process

DEM

DEV

TST

PRDSUP

Upgrade environment

3) Refresh TST from PRD4) Migrate retrofit project

from TST to PRD

6) Refresh DEV from PRD

2) Refresh IDP from PRD

Migrate retrofit project from IDP to TST

Emergency fixes

1) Refresh DEM from DEM master backup and upgrade

5) Refresh IDP from DEV

Bundles Roadmap• CS Bundles

– CS 8.9 Bundle 13 1/18/2008– CS 8.9 Bundle 14 4/18/2008– CS 8.9 Bundle 15 6/27/2008– CS 8.9 Bundle 16 8/29/2008

• HR Bundles– HR 8.9 Bundle 13 9/10/2007– HR 8.9 Bundle 14 12/12/2007– HR 8.9 Bundle 15 3/10/2008– HR 8.9 Bundle 16 6/10/2008– HR 8.9 Bundle 17 9/8/2008– HR 8.9 Bundle 18 12/10/2008

• CRM Bundles– CRM 8.9 Bundle 31 1/9/2008– CRM 8.9 Bundle 32 2/20/2008– CRM 8.9 Bundle 33 4/2/2008– CRM 8.9 Bundle 34 5/14/2008– CRM 8.9 Bundle 35 6/25/2008

Bundles Roadmap• Tax Updates

– 08-A 1/18/08– 08-B 3/31/08– 08-C 6/16/08– 08-D 8/25/08– 08-E 10/27/08– 08-F 12/08/08

• FA Regulatory Releases– Regs1 2009/2010 10/31/2008– Regs2 2008/2009 1/18/2008– Regs3 2008/2009 4/18/2008– Regs4 2008/2009 6/27/2008

Upcoming Milestones• Final W-2 test files - 01/14/08• Production W-2 file produced - 01/14/08• Spring 08 semester starts - 01/14/08• Grades for winter semester - 01/14/08• FA Document Assignment (ISIR Load) - 01/15/08• FA Student Self-Service Information - 01/15/08• Regs2/CS Bundle 13 released - 01/18/08• January maintenance window - 01/19/08• 1098T produced for 2007 - 01/30/08• Effort reporting certification for summer 07 - 01/31/08• FA Direct Loans Plus for Parents/Graduates - 02/01/08• Summer Registration Begins - 02/04/08• Tuition plan enrollment - Spring 2008 - 02/04/08 • Summer 2008 Tuition calculation - 02/04/08• 21st day reporting starts - 02/04/08• Spring 08 Acad Status Report #1 starts - 02/11/08

Migrations and Critical Processing

• Currently in critical processing period

• All migrations from now until Jan 21st considered ‘emergency’ and require Max’s approval

Functional Director Updates

• HRIS

• SA

• CRM

• Administrative Systems

HRIS Priorities

• Year End / W-2 Process– Year-to-Date Balance Report– Ceridian to Print W-2s– Self Service W-2 Print Option available to

Employees

• Customer Service Enhancements– CRM/PerceptIS– Improving time to close

HRIS Priorities

• Manager Self Service Workflow Enhancements

• Contract Roll-off Project

• Pre-Collect Project

SR Priorities

• Stabilize many pieces of the Processes (cohorts, milestones, transcripts, advisement, conversion cleanup)

• Enhance Faculty experience (connections to Learning Management Systems, ie. BlackBoard)

• Self Service Graduation• Self Service Withdrawal• UG Advisee/Advisor relationship capture• Summer 2008 setup and enrollment• Fall 2008 setup and enrollment

AD (GR & UG) Priorities

• Finish Fall 2008 Admissions processing

• Redesign of the Graduate application using fusion technology

• Start review of processes and changes for Fall 2009 UG admission process (new transfer admission group)

• Electronic transcripts and Docufide

DARS Priorities

• New exception pages for Academic Renewal

• Fine tuning interfaces with PS and DARS based on updated specs

• Support of eAdvisor and upcoming changes to transfer admission processing.

CRM Priorities

• Completed CRM bundle upgrade (THANKS)

• Address performance and get benchmarks• Adding improved sync process with HRSA

(people, worker)• Large list of items from initial

implementation (phase 2) – will work with customers to set order

Administrative Systems

• Mainframe Changes– New machine ½ size– IDMS lic ends 3-1-2008

• Archiving SIS transcript sis information

• Budget Book– Completed for fiscal 2008– Beginning requirements for Fiscal 2009

• Outlook soft and HRIS interfaceing

Administrative Systems

• Advantage - Financial– Year end processing– Peoplesoft interface completion

• Research– RFO creation for Grant management– Effort reporting

• Rolling into Production

• Training , time certification