USDA 2016 Financial Management Training Transforming Shared Services Change Management Presented by Ron Gros

Table of Contents Quality and Production Management Division Configuration Management Process Improvements ChaRM USDA Transforming Shared Services2

Quality and Production Management Division USDA Transforming Shared Services3

QPMD Quality Assurance Branch: Tests all of the financial software systems Ascertains that all software changes and enhancements meet the specified requirements Provides support for the transition from development through production USDA Transforming Shared Services4

QPMD Production System Operations Branch: Maintains integrity of software systems daily processing Coordinates and schedules jobs as needed to ensure smooth flow of daily operations Maintains the Process Integration (PI) layer of FMMI USDA Transforming Shared Services5

QPMD Configuration Management Branch: Maintains the configuration management procedures and configuration rationale Chairs the management boards Serves as the release manager for all changes Operates as the PMO for various projects USDA Transforming Shared Services6

7 Configuration Management

Configuration Management is…… A practice designed to handle changes systematically so that a system maintains its integrity over time More disciplined process that is flexible and responsive – Better control over changes into production – Improve communication across teams – Enhance cross team integration and promotes early detection of issues and cross team requirements USDA Transforming Shared Services8

Configuration Management Reasons for Change: Improve existing functionality Add new functionality Address statutory requirements Correct defects Incorporate system upgrades USDA Transforming Shared Services9

RFC vs. AI Request for Change Created for changes to production that represent a new requirement or clarification of an existing requirement Any change that is not a defect and not part of original design Action Item A table update, derivation/substitution rule, data change within the existing requirement that requires a transport Any item that is within the original/designed process that is not working as designed (Break-Fix) USDA Transforming Shared Services10

RFC vs. AI Request for Change Requires RMWG Review and CCB/CMB approval prior to starting any work Action Item Requires Implementation Lead approval to begin work on the solution with an information copy to the RMWG for cross- team communication USDA Transforming Shared Services11

RFC vs. AI Request for Change Examples: Requirements change: - Software change request - Engineering change proposal Infrastructure change request -New batch processes in schedule -Upgrades Role Change Request New configuration required to address new functions Action Item Examples: Master Data updates Action Item to change data in custom rules or tables Firefighter access Testing defects OSS notes to repair a break fix Development where no change to the functional design Configuration changes to meet original functional requirements USDA Transforming Shared Services12

Configuration Management Boards Requirements Management Working Group (RMWG): RMWG serves as an operational review and consists of a standing group of FMS individuals who will review, analyze, and categorize change requests. The RMWG includes representatives from the functional, technical, operations and security teams. USDA Transforming Shared Services13

Configuration Management Boards Change Control Board (CCB): CCB is the governing entity that will meet weekly to review and discuss all incoming and outstanding RFCs. The CCB will consist of SMEs that are representative of each branch and group concerned with the system from both a business process and technical perspective, including customer support. The purpose of the CCB meeting is to review and discuss the change at a high level, understand the release strategy, grant approval or disapproval. USDA Transforming Shared Services14

Configuration Management Boards Technical Change Control Board (TCCB): The TCCB is a decision board that manages the risk of introducing changes to the production solution, reviewing and approving all transports and all changes planned for the production environment. It is the last board to review the changes for production in the configuration management process. USDA Transforming Shared Services15

Change Process Flow USDA Transforming Shared Services16 Service Now Incident

USDA Transforming Shared Services17 Process Improvement

Release Management Release Management encompasses the planning, design, build, configuration and testing of hardware and software changes Creates a defined set of related components USDA Transforming Shared Services18

Release Management Goal of Release Management is………. To ensure the integrity of the production environment is protected and the correct components are released in such a way to deliver valued products and services to the customer Deliver change faster and at optimum cost and minimized risk Provide traceability USDA Transforming Shared Services19

Release Management Categories of Releases Major – New features, capabilities, and accumulated bug fixes – Scheduled and timed with project milestones Minor – Fixes to known problems Emergency – Emergency release to fix unanticipated problems USDA Transforming Shared Services20

Control Gates 1.0 Validate and categorize an incident 2.0 Schedule and document a configuration item 3.0 Development and Testing USDA Transforming Shared Services21

1.0 Item Validation USDA Transforming Shared Services22 Notify Initiator of Decision 1.5 Notify Initiator of Decision 1.5 Item Assigned to Requirements Branch for Analysis 1.6 Item Assigned to Requirements Branch for Analysis 1.6 Service Now 1.1 Service Now 1.1 Help Desk for Review and Assignment 1.2 Help Desk for Review and Assignment 1.2 Invalid Operational Review ( RMWG) for Categorization and review 1.4 Operational Review ( RMWG) for Categorization and review 1.4 Rejected Submit to CCB for review 1.8 Submit to CCB for review 1.8 Disapproved Approved Accepted 2 2 Develop Concept of Operations 1.7 Develop Concept of Operations 1.7 Functional Expert Review 1.3 Functional Expert Review 1.3 Vali d

2.0 Planning USDA Transforming Shared Services23 Approved Release Manager for Scheduling 2.1 Release Manager for Scheduling 2.1 No - Returned for Review Yes Item Assigned to Requirements Branch for Functional Design 2.2 Item Assigned to Requirements Branch for Functional Design 2.2 Requirement Branch & Design Branch Develop Test Cases 2.4 Requirement Branch & Design Branch Develop Test Cases 2.4 Formal Walkthrough of Functional Design / Review Control Gate 2.3 Formal Walkthrough of Functional Design / Review Control Gate 2.3 Assigned to Design Branch for Technical Design 2.6 Assigned to Design Branch for Technical Design Yes Formal Walkthrough of Technical Design and Peer Review Control Gate 2.7 Formal Walkthrough of Technical Design and Peer Review Control Gate 2.7 Approved No- Return for Review Review/ Update & Approve Test Cases 2.5 Review/ Update & Approve Test Cases Development 2.8 Development 2.8

3.0 Development and Testing USDA Transforming Shared Services24 Assigned to Development Branch 3.1 Assigned to Development Branch 3.1 Pass Development 3.2 Development 3.2 Conduct Peer Review and Document 3.3 Conduct Peer Review and Document 3.3 Conduct Code Review 3.4 Conduct Code Review 3.4 Developer conducts Unit Testing 3.5 Developer conducts Unit Testing 3.5 System Test 3.6 System Test 3.6 QA Test 3.7 QA Test 3.7 UA Test 3.8 UA Test 3.8 Pass Production 3.9 Production 3.9 Pass No- Return for Rework Yes 2 2 No Return for Rework Yes

USDA Transforming Shared Services25 Change Request Management (ChaRM)

ChaRM Three objectives of ChaRM: 1.Consolidate SAP Change Management into a common toolset 2. Reduce Change Management administrative overhead 3. Leverage workflow with technical action USDA Transforming Shared Services26

ChaRM Workflow 27USDA Transforming Shared Services

ChaRM Workflow Continued USDA Transforming Shared Services28