2. Software Enhancements Operations keeps the lights on, strategy provides a light at the end of the tunnel, but project management is the train engine that moves the organization forward.

3. Training Objectives  Learn how to utilize the PPM tool for tracking software enhancements.  Exposure to the State Enhancement Process 2

4. Training Instructions  Keep an open mind.  Don’t let the tool overwhelm you.  Videos – Do not follow along with the videos on your screen, they are available after the class.  Labs – They are not a detailed instruction set, so pay attention to the video and feel free to play around. 3

5. Enhancements  Enhancements are the submission of the general idea of a change to an existing application to be further evaluated to see if the organization/agency wants to move forward to put it in a release.  Enhancements can also be as a result of an incident (Help desk ticket), Problem ticket or a project.  Enhancements can be submitted by anyone who has access to the tool.  Stakeholders who do not have access, can request a new enhancement through the Help Desk and will be assigned to the Functional Managers who will submit on their behalf. 4

6. Pending Development Customer Request Create High- Level Estimates Approve Specs Develop User Acceptance Testing Close Development Software Enhancements within the Project Management Process Groups 5 Customer Ranks Request Functional Specs Created Technical Specs Created Assign Developer Ready for Production Migrate to Production Close User Acceptance Testing

7. OMES/ISD Software Enhancement Process 6 Project Management Process Groups Defined 1 PendingDevelopmentUATClose Defines requirements, required to attain objectives Performance of the Development and testing To meet the requirements Migrates the change To production All Requests with a Cost below $15,000 Pending Development UATClose Functional Mgr updates Enhancement List, Technical Manager Updates list with estimate And customer ranking approves requests to Development Managers complete Deliverables Functional Mgr approves Specifications to move to UAT Technical team completes Development, functional Team completes testing. Technical Mgr approves Close Technical Manager completes deliverables Software Enhancement Process Group Responsibilities 3 Software Enhancement Process Group Deliverables Pending DevelopmentUAT Close Updated Enhancement List, High Level Estimate Priority, ranking and an Updated Enhancement List Functional and Technical Specifications Detail Level Estimates Resources assigned, Code, test results Completed Code 2 Identifies a change idea, potential benefits and initial scope. Defines and authorizes a Change

8. Manager Definitions  Functional Manager – The person that is the liaison between the business customer and the technical staff, this may be a Business Analyst, Systems Analyst, a manager, etc…  Technical Manager – Typically this is a programming manager.  Enhancement User – this is typically a business analyst, systems analyst, developer…someone that is going to be assigned to work on an enhancement. 7

9. SW Enhancement Work Flow 8 Pending Create High Level-Estimate New Waiting for Customer Ranking Functional Manager Enhancement User Technical Manager

10. 9 DEV Create Functional Specs DEV Create Technical Specs Specs Waiting on Approval Functional Manager SW Enhancement Work Flow Enhancement User

11. 10 DEV UAT DEV Ready for Devel Assign Develop UAT Technical Manager SW Enhancement Work Flow Enhancement User

12. 11 UAT Close Ready for Production UAT Migrate to Production Functional Manager SW Enhancement Work Flow Technical Manager

13. Introduction & Navigation  Video Video  Login  Explain the difference between a Private & Shared Dashboard  Navigate to a dashboard  HP Saas Documentation  Edit your profile  View My resource Information, how to request it be updated.  Review the main navigation buttons, breadcrumbs and search menu 12

14. Login Screen https://ppmtest-sook.saas.hp.com 13

15. Lab 1 1. Login to the tool: https://ppmtest-sook.saas.hp.comhttps://ppmtest-sook.saas.hp.com User Name: StudentXX - where XX is your training number Password: trainme 2. Navigate to the Enhancements dashboard a. Dashboard Shared Shared Business Applications Enhancements a. Add the dashboard you have open to you’re “My Links” 1. Open your Profile information and view it a. Open Administration Edit my profile a. STOP – END OF LAB 14

16. Dashboards  Private Dashboards – only you have access to see  Shared Dashboards – everyone has access to see  Can personalize some shared dashboards to filter to only show certain projects you are assigned, programs where you are the manager, etc. 15

17. Dashboard Video  Video Video  Defaulting your dashboard  Copying and customizing a dashboard 16

18. Assignment Fields 1. Assigned TO: (The Manager of the Unit) 2. Assigned Business Unit: (The agency that is going to fulfill the request) 3. Assigned Department: (The Department, if any that is going to fulfill the request) 4. Functional Assigned: (The person(s) name that is going to be assigned to do the functional specs) 5. Technical Assigned: (The person(s) name that is going to be assigned to do the technical specs) 6. Tester Assigned: (The person(s) name that is going to be assigned to test the enhancements) 7. Developer Assigned: (The person(s) name that is going to do the development of the enhancement) 17

19. Lab 2 PURPOSE: The purpose of this lab is to create a team manager dashboard so you can see the enhancements assigned to your team. 1. Personalize your Enhancement Team Manager Dashboard for your assigned Enhancements. (First you will copy the template) A. Go to the Dashboard Dropdown Select Personalize Dashboard B. Go down to the Shared Pages folder (bottom section of the window pane): A. Open the Dashboard Templates folder, B. Select the Enhancement Team Manager page, C. Right click, D. Select copy, E. Go up to your Private Pages folder – select on it, F. Right click, select paste. LAB 2…..Continued on next page 18

20. C. Use your pencil to customize your filters for EACH portlet on this dashboard as follows: 1. Under the Assignment section: Change the Assigned To person to your training user name [Example: Student07]. * (You must click “Save” before moving to a new portlet) 19 Lab 2….continued Lab 2 Continued…..

21. Change is the law of life and those who look only to the past or present are certain to miss the future. ---- John F. Kennedy 20 Break

22. Create Enhancement Video 21  Video Video

23. Lab 3 1. Create a new Enhancement A. Go to Create Requests Select the Request Type of SoOK – Enhancement, Select the Create Button B. Complete the required fields C. Name the Enhancement: [your name]-Lab3 Enhancement. D. Assign the Enhancement to your training ID by putting the Training ID in the Assigned to:, Do the same for the Functional Assigned, Technical Assigned, Developer Assigned and Tester Assigned to as well. E. Assign the Advisory Board F. Submit the Enhancement G. Go to your Team Manager enhancement dashboard. Notice the Status of the enhancement. Lab 3 Continued……………… 22

24. Lab 3 Continued 23 H. Select on the Enhancement Number and select Approve under the available actions. I. Complete the required fields when prompted. Click the Continue Workflow Action. You should notice that the status goes to Create High- Level Estimate in the status. And the Phase goes to 01- Pending. J. Go back to your team manager Dashboard (Dashboard Private Enhancement Team Manager), you should notice that it now shows up under the Waiting for Estimates portlet. K. Click on the Enhancement number again and Click the Complete button to indicate the High Level Estimate is done, enter the required fields, click the Continue Workflow Action button. You will notice it goes to a Waiting for Customer Ranking Status. L. Enter a rank and select the Complete button, complete the required fields. Click the Continue Workflow Action button. You will notice it goes to a Create Functional Specs Status. Select the Complete button. M. Enter the Required Fields, and select the Continue Workflow Action. Select the Continue Workflow action button. You will notice it now goes to Create Technical Specs status. Lab 3 Continued……………..

25. Lab 3 continued 24 N. Click the Complete Button, enter the required fields and click the Continue workflow Action button. You will notice the status goes to specs waiting on approval. O. Click the Approve button, enter the required fields, click the Continue workflow action button, you will notice the status goes to Ready for Devel Assign. P. Click the Assign button, select yourself as the developer assigned. Click the Continue workflow action button. You will notice it now goes into a Develop Status. Q. Click the Complete button, enter the required fields and click Continue Workflow Action, you will notice the status is now in UAT (User Acceptance Testing)

26. Entering Bugs  Video Video 25

27. Lab 4 1. Enter a bug A. Go to your Team Manager dashboard to find your enhancement you created in Lab 3 and open it by clicking on it. B. Scroll down to the bugs section of the enhancement, this can be found under the Details Section C. Select the Edit button, click the “+” to add a bug. D. Enter the information about a bug, select the status as new and assign it to your training ID. E. Click the “+” again and create another bug, click the Save button at the top or bottom of the screen. F. Click the Reject Button at the top of the Screen. Enter a note for a reason to reject this enhancement. Click the Continue Workflow Action. G. Go back to your team manager dashboard, you will notice the Enhancement is now showing up in the In Development and Testing List, with a number of bugs listed in the bugs column. 26

28. Break 27

29. Advanced Search Video 28

30. Lab 5 1. Advanced Searching A. Go to Search Requests B. Select the Request Type of Sook-Enhancement C. Click the Advanced Search Button. D. Under the General Criteria Section, Under the Creation Date From and to; put yesterday’s date in the From and today’s date in the To: E. Scroll down under the Choose Columns section and select the following columns to display: Enhancement No, Description, Enhancement Phase, Assigned to, Developer Assigned, Priority, bugs. F. Save this search as: Class List, Select the Save Button, then the Return to Search Requests Button G. Click the Search Button H. Go to Search (from the tool bar) Saved Searches; you should now notice a search named Class List listed. I. Delete the Saved Search: Go to Search Saved Searches Managed Saved Searches; Select the Search you just added and select the X to delete it. 29

31. Multi-Select Query 0 For staff that serve in the Functional, Technical, Developer and Tester, you will need to create a multi- select in Query Builder; add the below filters into your portlet. 30

32. Creating your Dashboard in Production 1. Login to the production site; A. From the CIO Website homepage: http://ok.gov/cio/http://ok.gov/cio/ A. Go to Online Tools/Services Project Portfolio Management (PPM) Center 2. IF YOU ARE A FIRST TIME USER: A. User ID; Peoplesoft ID B. First time Password: sookppm 3. Setup your Dashboards for Enhancement Manager and/or Enhancement Team Member. (Refer to Lab 2) 31