1. Functionally Navigating/Balancing Patches and Fixes Session 1023 March 20, 2001 Presented by Melissa Grimsley, David Kline & Jane North

2.  Session Overview  Brief Introduction  Gettysburg College Environment & Demographics  Description of Gettysburg’s Change Management Process  Summary  Questions

3. Gettysburg College Demographic Information –4 Year Private Liberal Arts College –Established in 1832 –2300 Students –700 Employees

4. Gettysburg College PeopleSoft Information –Began implementing PS in 1998 –Live with Admissions in May, 1999 –Live with HR/Payroll/Ben Admin, June, 1999 –Live with Financial Aid, October, 2000 –Live with Student Financials, November, 2000 –Planned live with Financials, June 2001

5. Gettysburg College MIS Technical Staff Information –5 MIS Programmer/Analysts –7 Functional/Technical Analysts –2 DBAs –1 Configuration Manager

6. Gettysburg College Tools for Documenting Patches & Fixes –SCM Register (Software Change Management) –SCR (Software Change Request)

9. Methods of Software Change Documentation –Electronic - Shared File for PS Users –Manual/Paper

10. Process of Documenting/Managing Patches & Fixes –Technical Analyst Reviews PS Web Site for new Postings on a bi-weekly basis –Technical Analyst gives the list to a student employee who prepares paper folders

11. –The student adds the patch to the register and creates a folder –Then a SCR form is completed and included in the folder –In addition, print-outs of the Web pages associated with the patch are included in the folder

12. –The Student returns the completed folder to the Technical Analyst –At this point the Technical Analyst and the Functional Analyst work together to begin testing the patch/fix –The process involves selecting bundles of 20- 40 patches which may include tax updates

13. –The selected patches and fixes are then given to the Configuration Specialist who downloads/creates electronic documentation and loads them into the DEMO and DEV database environments –The Functional Analyst performs the unit test of the payroll processes in the DEV environment

14. –Once the unit test is successfully completed in the DEV environment and approved by the Functional Analyst, the patch/fix is loaded into the Stage environment –At this point, the Functional Analyst works with the Functionals and the Technical Analyst to develop a testing schedule

15. –The functionals complete detailed testing and validate the data in the stage environment –The Functional Technical Analyst assists with trouble shooting and problem solving and also assists with validating the data when needed. –The Functional Technical Analyst coordinates with other FTAs to test shared tables

16. The Functional Technical Analyst gives the final approval to load the patches and fixes into the Production environment The FTA works with the Functionals to review the data once it is loaded into Production

17. Methods of Communication –Weekly meetings of all Technical and Functional Technical Analysts, DBA and the Configuration Manager –Bi-Weekly meetings of the Production Managers and Production Committee –Weekly meetings of the FTAs (SOFAs)

18. Patches and Fixes are loaded into the various environments on a bi-weekly schedule coordinated with the completion of the payroll cycle The typical testing cycle for patches and fixes is four days in the various stages

19. Once the patch/fix has been loaded into the Production environment, the Configuration Manager, completes the documentation and ensures that the folder is complete and filed both manually and electronically

20. Questions ……. –Melissa Grimsley, Functional Technical Analyst, 717-337-6208, grimsley@gettysburg.edu –David Kline, Technical Analyst, 717-337-6878, dkline@gettysburg.edu –Jane North, Project/Production Manager, 717-337-6202, jnorth@gettysburg.edu