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Change Management at Yale University Fall 2001 OAUG Change Management Panel. Arthur Hunt Admin Systems, Manager of Change Mgmt [email protected] What is Change Management?.

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change management at yale university fall 2001 oaug change management panel

Change Management at Yale University Fall 2001 OAUG Change Management Panel

Arthur Hunt

Admin Systems, Manager of Change Mgmt

[email protected]

what is change management
What is Change Management?

Change Management is the process of managing change. In other words, how does a customer and/or a user submit a change request, how is it prioritized, tracked and implemented?

Configuration management is the versioning, labeling and tracking of code and content components during the development life cycle.”

James Smith, Executive Vice President of the Customer Group at Starbase Corp, Santa Ana, California as published in Application Development Trends April 2001

Release Management designates and schedules software and hardware release components to migrate to the live environment as a set.

At Yale, Software Change Management is used in the broadest sense to include Configuration Management, Release Management and Operations Problem Solving for both the system and the staff.

Yale University Administration Systems Change Management

Fall 2001 OAUG

a little about yale all numbers are approximate
A little about Yale(All numbers are approximate)
  • 11,000 employees
  • 11,000 students
  • $1+ billion in revenues, awards and gifts
  • 225+ business offices entering transactions
    • Central units act as a service bureau
    • Large volume of decentralized data entry
  • Utilize most of Oracle’s public sector finance and human resources applications – currently 10.7 SC plus web requisitions
    • Purchasing, Accounts Payable, Human Resources, Payroll, Grants Accounting, Accounts Receivable, Labor Distribution, Fixed Assets, General Ledger
    • 150 customizations
  • Yale developed data warehouse
  • Very complex mission – teaching, research and medical treatment

Very simple business – we pay people and buy things – we just have a ka-zillion ways to charge things

Very detailed reporting – sponsors, government grants, lenders

Yale University Administration Systems Change Management

Fall 2001 OAUG

yale s administrative systems development organization
Yale’s Administrative Systemsdevelopment organization
  • Under the Information Technology Services, Administrative Systems umbrella, Yale has independent development areas for
    • Finance and Human Resources
    • Students
    • Facilities
    • Health Plan
    • Development and Alumni
    • Administrative Systems internal applications

Help Desk

    • Enterprise Web Applications

Yale University Administration Systems Change Management

Fall 2001 OAUG

current major initiatives
Current major initiatives
  • Implementing Brio Portal for reporting and analysis from our data warehouse
  • Proof of concept on new budgeting tool from OutlookSoft
  • Changing our chart of accounts segments to align the general ledger chart (source and object code) with the project accounting chart (award and expenditure type)
  • Implementing R11i – Oracle hosted instance
  • Implementing FAMIS facilities management system
  • Developing new self service web applications

Yale University Administration Systems Change Management

Fall 2001 OAUG

change management at yale is a cooperative coordinated effort
Change Management at Yaleis a cooperative coordinated effort

Change

Management

Integrative

Systems

Systems

Integration

Yale University Administration Systems Change Management

Fall 2001 OAUG

change management
Change Management
  • Migration activity coordination
  • Evaluate, purchase and implement development, performance and migration management tools
  • Production, test and development problem resolution
  • Facilitate the creation and publication of standards for coding, testing and migrating
    • Special emphasis on sharing methods and techniques
  • Change Management infrastructure
    • Templates
    • Version control systems
    • Migration projects and labels
  • Activity tracking from project planning through object migration
  • Bug tracking
  • Quality & Performance metrics
  • Configuration management
  • Release management

Yale University Administration Systems Change Management

Fall 2001 OAUG

integrative systems
Integrative Systems
  • Develop standards for functional documentation, test plans and test scenarios
  • High level project management from the functional perspective
  • Coordinate test activities
  • Coordinate application processing scheduling
  • Establish priorities for development
  • Coordinate business process change activities
  • Coordinate application setup changes
  • Review and approve development and support budgets

Yale University Administration Systems Change Management

Fall 2001 OAUG

systems integration
Systems Integration
  • Coordinate application infrastructure and architecture
  • Align infrastructure changes with development timelines
  • Infrastructure upgrade/replacement planning
  • Create application architecture diagrams

Yale University Administration Systems Change Management

Fall 2001 OAUG

change management lots of interested groups to keep in the loop
Change ManagementLots of interested groups to keep in the loop

Users &

Testers

Application

Owners

Training &

Support

Data

Center

Database

Networks

Hardware&

Operating

Systems

Yale University Administration Systems Change Management

Fall 2001 OAUG

yale s project phases
Yale’s project phases
  • Project definition and design
  • Development and unit testing
  • Pre-deployment user integration testing
  • Deployment including user training
  • Post-deployment special support

Yale University Administration Systems Change Management

Fall 2001 OAUG

components critical to the quality of the software development and implementation process
Components critical to the quality of the software development and implementation process
  • Functional/technical design
    • Your test scenarios should be developed ion this phase
  • Impact analysis
  • Development, pre-deployment and controlled production test plans
  • User testing
  • Migration control

Yale University Administration Systems Change Management

Fall 2001 OAUG

yale functional technical design components
Yale functional/technicaldesign components
  • Functional objectives and business requirements
  • Flow diagrams of the new process (Business process, Data, ERD, UML)
  • System/network architecture diagram
  • Technical design solution executive overview
  • Technical detailed documentation of solution or RFP if purchased solution
  • Gap analysis (gap between functional objectives and business requirements and technical solution)
    • Include work arounds or next steps if gaps exist which will create problems in the business process. (note: this step should be performed for both in-house developed and purchased software.)
  • Impact analysis

Yale University Administration Systems Change Management

Fall 2001 OAUG

data flow example
Data flow example

Yale University Administration Systems Change Management

Fall 2001 OAUG

architecture example
Architecture example

Yale University Administration Systems Change Management

Fall 2001 OAUG

impact analysis
Impact analysis

Yale University Administration Systems Change Management

Fall 2001 OAUG

multiple environments support yale s software development and support process
Multiple environments support Yale’s software development and support process

Production

Patch Test

Migration Test

Standard

Development

Unit Test

Pre-production

Integration

Test

Special

Development

Unit Test

Special

Pre-production

Integration

Test

Training

Yale University Administration Systems Change Management

Fall 2001 OAUG

types of testing
Types of testing
  • Development
  • Pre-release integration
  • Post-release controlled production
  • Load
  • Load balancing

Yale University Administration Systems Change Management

Fall 2001 OAUG

test plan components
Test plan components
  • Scenarios based on functional/technical design documents and flow diagrams (business processes)
  • Test data matrixes to ensure all data permutations and boundary conditions have been considered in test plans
  • Standard scenario sets for regression testing of up/down stream processes
  • End-to-end testing to ensure integrity of up/down stream processes

Yale University Administration Systems Change Management

Fall 2001 OAUG

change management software quality assurance cycle
Change ManagementSoftware Quality Assurance Cycle

Standards

Quality

Metrics

Training

Technical

Reviews

Yale University Administration Systems Change Management

Fall 2001 OAUG

quality assurance minimum activities
Quality assuranceminimum activities
  • Maintain some level of software development and documentation standards
    • Use these standards for periodic developer training
  • Ensure an appropriate level of documentation of functional and technical design and support requirements, and impact analysis for each project
  • Maintain strict control of the inventory of objects migrated to production instances
    • All objects must be under version control
    • Label all objects to be migrated in the version control system with reference to migration project and release
    • Migration requests must include specific labels and versions
    • Migrate only versions tested and approved by process owners and others impacted
    • Use automated build tools wherever possible
  • Create a consistent development project information infrastructure to ensure a common frame of reference from budgeting to project planning to status reporting to migration to final user acceptance
  • Provide clear and continual communication
  • Provide effective tools for DB monitoring, application development, migrations, impact analysis, testing and bug tracking
  • Create and communicate quality metrics

Yale University Administration Systems Change Management

Fall 2001 OAUG

some tools used at yale
Some tools used at Yale

Yale University Administration Systems Change Management

Fall 2001 OAUG

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