Joan Bowen

Celeste McCormick

Lewis-Clark State College

Joan Bowen Application SpecialistRegistrar’s OfficeLewis-Clark State

College500 8th AveLewiston ID 83501208-792-2806jebowen@lcsc.edu

Celeste McCormickManager of Administrative

ComputingInformation TechnologyLewis-Clark State College500 8th AveLewiston ID 83501208-792-2888cmmccormick@lcsc.edu

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!