Sandbox Management for Admins Tim Jock, Salesforce.com @tim_jock

Ali Akbar, CSC www.linkedin.com/in/alikakbar Jessica Adair, The Advisory Board Company www.linkedin.com/pub/dir/Jessica/Adair

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Agenda –  Sandbox overview

–  CSC on sandbox keys to success

–  Take-aways

–  The Advisory Board Company on their environment and their best practices

–  Demo of future state

–  Q&A

Tim Jock Principal Sales Engineer

Sandbox Product Line

Developer Developer Pro Partial Copy Full

Refresh Interval 1 Day 1 Day 5 Days 29 Days

Includes Setup Configuration Yes Yes Yes Yes

Copies Data Records No No Yes Yes

Sandbox Templates/ Sampling No & No No & No Yes & Yes (10,000

records/object) Yes & No (Full Data

Copy)

Sandbox Size 200MB Data 200MB File

1GB (~500K records) 1GB File

5GB (~2.5M records) File Storage Dependent

on Sample

Match Production for Data and File

Product & Use Case Matrix

Use Case Developer Developer Pro Partial Data Full

Build ✔ ✔ ✔ ✖ QA ✔ ✔ ✔ ✖

Integration Test ✖ ✖ ✔ ✔ Batch Data Test ✖ ✖ ✔ ✔

Training ✖ ✖ ✔ ✔ UAT ✖ ✖ ✔ ✔

Perf/Load Test ✖ ✖ ✖ ✔ Staging ✖ ✖ ✖ ✔

• Refresh Full Sandbox Staging Environment before Deploying to Prod –  Track the processing time of your full sandbox, so you know how long it takes to create

• Activate the refreshed Full Sandbox after verifying the Prod Deployment –  You have 30 days to activate a Sandbox, so take advantage of the ability to have one waiting

• Have strict User Governance –  Restrict admin capabilities in the production org to a small group that also manage the release –  Limit user access in developer sandbox (Developers, Testers Only)

• Create a Post Refresh Run-List –  Document repeatable post process tasks: user/profile mods, test data loads, scheduled jobs…

• Have a documented Project Plan –  Requirements/User Stories, Test Plans, Release Schedule

• Understand our release schedules –  3 Major Releases, Participate in the Preview Window, and Follow Trust

Sandbox Environment Management Best Practices

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Partner logo in white area of

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Ali Akbar Technical Director CSC

All About CSC

Founded 1959 IT Services & Professional Services Stock Symbol: CSC FY 14 Revenue: 13 B

Salesforce at CSC • Salesforce was implemented in CSC in 2013 replacing SAP CRM

–  300 objects, 10 installed packages, 10+ integrations

–  Sales instance production statistics

•  1 Production instance

•  3,500+ full licenses, 550 chatters

–  Sales instance sandboxes

•  2 Full Copy Sandboxes

•  5 Developer Pro Sandboxes

•  30 Developer Sandboxes

–  Agile Scrum methodology to manage operations and projects

Sandbox – Key to Success –  Define Strong Governance

•  Many projects with competing priorities and different timelines

•  Establish and Enforce Release Mgmt. principles

•  Establish Delivery Methodology and Deployment technology

–  Establish Instance Strategy •  Develop change Migration path

•  Publish Release Plan and Calendar ahead

•  Restrict admin capabilities in the production org to a small group that also manage the release

–  Execute Refreshes with care - checklist •  Disable notifications and related triggers, workflows, email addresses upon copy, outbound messages

•  Plan ahead to align refreshes with releases

•  Define and leverage Sandbox Templates

Sandbox – Development Strategy CSC development environments consist of distributed team (on/offshore), multiple programs, parallel projects & 10 plus integration touch points

–  Code migration should happen only from Development instance

–  Coding Standards, Naming conventions & Reviews should be enforced

–  Manual changes e.g. Pick List values to record type mapping, profile changes are aligned

–  Code check-in frequency and Build frequency well established

–  One Global Solution - Single Point Of Contact available with subject knowledge for sharing and resolving conflicts

Sandbox Approach And Release Management

Dev20

Integration

Project: Major Release

Optimization 4-weeks Release

Rollup /Integration (int)

Staging / UAT (uat)

Production Instance

Training (trg)

live

Full copy

Developer Pro

Developer

legend

Refresh Monthly post 4-weeks release Immediate Release

Dev21

Dev01

Dev00

Dev0n

Screen shot – Migration Path

Key Takeaways •  Sandboxes are key to Enterprise Success •  Create a strategy with

•  Release management considerations, Development lifecycles •  Refresh schedule •  Integrated applications •  Operations, Optimization, Projects, Quarterly and Annual processes •  Training •  Salesforce releases

•  Create a governance plan •  CoE •  Change Management •  Design Standard

•  Execute with care

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Partner logo in white area of

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Jessica Adair Project Manager & Release Manager The Advisory Board Company

All About The Advisory Board Company

Since our founding more than 30 years ago, the Advisory Board’s work has grown to include global research, technology and consulting as a performance improvement partner in the health care and higher education industries. Research and Insights: Memberships offering strategic guidance and actionable insights •  140,000+ health care leaders served Performance Technology: Global peer collaboratives powered by web-based analytics platforms •  $500 million+ in realized value per year Consulting and Management: Seasoned, hands-on support and practice management services •  1,150+ engagements completed Talent Development: Preparing to drive workforce impact and engagement •  5,000+ employee-led improvement projects.

Salesforce at The Advisory Board Company •  Used By: The whole company . . . 1400 full licenses, 830 chatter only

•  Supported By: Development Team 30 strong, 8 dedicated to Salesforce

•  I’m a Project Manager in charge of the Salesforce Release and a SME for the Sandbox Management for our company.

•  I’ve been a SFDC Admin since 2006 when there was no such thing as a Sandbox.

•  I was one of the “First 500 Certified” as a Salesforce Admin back in 2007.

•  Regulated by: Sarbanes-Oxley (SOX)

•  Operating a Complex Salesforce Org:

•  151 Custom Objects, including 23 Installed Packages

•  Using 70% of available code, including over 2 million characters for 2,500 classes, 240 triggers, 460 visual force pages

•  20 Dev, 1 Full Sandbox – Diagram Next

Sandbox Approach & Release Management Strategy Dev1 Maintenance Release Dev/Phase 1 QA

Dev2 Alternate Maintenance Release, Dev/Phase 1QA

Project1 Dev/Phase 1 QA

Project2 Dev/Phase 1 QA

Project3 Dev/Phase 1 QA

Test – QA/UAT/Staging

Production Instance

Development to Deployment Backup1 Backup2

Source Control

Department Testing & Training – Partial Data

Production Copies – No Development

Sandbox Best Practice from Experience •  Certain sandboxes don’t have deploy connections . . . only used for training, source control,

backup, etc.

•  Generic Sandbox Name . . . not project-specific

•  Sandbox Description holds the name of the “Gatekeeper” . . . Can be different for different environments

•  “Gatekeepers” approve and coordinate inbound/outbound deployments and refreshes

•  Document each Add/Modify/Delete –  Config: Object/Custom Object, Component, API Name, Manual Step, Not in Change Set

–  Code: Code Type, API Name, Object/Custom Object, API Version, Security, Not in Change Set

–  Used to create/verify Change Sets, cross-check against other projects before deploying into another environment, note overlaps or dependencies on other modifications

Desired Future State of our Sandbox Management Objectives

•  Benefit all the systems’ projects

•  In what environments are projects/releases are currently?

•  To which environments are projects/releases planned to migrate/deploy? On what date?

•  Track Last Refresh/Upgrade dates and planned future Refresh/Upgrade dates

•  Track both internal deployments/refreshes and external upgrades from the vendor/platform

Outstanding/Nice to Add

•  Identify ownership of data entry

•  Approval process details to control migration, deployment or refreshes

•  Calendar of the System Release Plans to view requested/scheduled migrations, deployments, refreshes, upgrades, etc.

Environment Management App

Environment Management Chatter

Demo

Use to introduce a

demo, video, Q&A, etc.

Q & A

•  Tim Jock •  Jessica Adair •  Project Manager & Release

Manager, The Advisory Board Company •  linkedin.com/pub/dir/Jessica/Adair

•  Ali Akbar •  Technical Director,

CSC •  linkedin.com/in/alikakbar

•  Principal Sales Engineer Salesforce.com @tim_jock