Joan Bowen Celeste McCormick Lewis-Clark State College

Joan Bowen Application Specialist Registrar’s Office Lewis-Clark State College th Ave Lewiston ID Celeste McCormick Manager of Administrative Computing Information Technology Lewis-Clark State College th Ave Lewiston ID

 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 IT  New tools for downloading software updates  New 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 2 nd 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 LPR  Updates are NOT installed  Latest updates are listed in a spreadsheet (including DMI updates)  Latest updates are distributed among programmers for research  Programmers present results of research for last week’s updates  Spreadsheet 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/Answ ernet # DescriptionDate retrieved from Datatel Installe d? Go live date Pre- requisite SUs Pre/p ost 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 Colleage Student and Core Summer Bundle Updates none8-Aug Advancement Update and Membership Delivery none8-Aug Retention Alert Follow-up - Phase none8-Aug

SU/Answe rnet # DescriptionDate retrieved from Datatel Installed?Go live date Pre- requisite SUs Pre/po st 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? Saved List Utilities Update none8-AugAll pre- reqs already installed NoneSLC 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. NothingN/A WA312:Teamsit e hyperlinks maintenance none8-Aug (WebAdvis or 3.1.2) NoneWebAdvisor 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 Update to WebAdvisor Transcript (WSTR) 25-Feb-08NoneApril 14 -live , , installed NoneThe 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/Ans wernet # Descriptio n Date retrieved from Datatel Installe d? Go live date Pre- requisit e 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 addresse d the impact? Web Payment Enhancem ents - DMI Update 5/20/200 8 Live13- Jun This update must be installed prior to loading and implementing SU This software update contains new DMI components needed to support the Web Payment Enhancements project. NothingDMI 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 (reply to all)  Steps involved:  Admission Office Creates 6-12 records in Test Account Differing Criteria Degree vs. Non-Degree Residency Status  Registrar’s Office Different scenarios Full-time vs. part-time Restrictions (Holds) “Break all rules”

 Financial Aid Office  Import ISIR records  Create Financial Aid packages for students  Satisfactory Academic Progress (SAP)  Controller’s Office (Business Office)  Billing scenarios  Student Receivables - Financial Aid Transmittal  Notify Registrar’s office for schedule changes affecting billing  Accounts Receivable & Accounts Payable  Sponsored 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

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