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Change Management at Yale University Fall 2001 OAUG Change Management Panel. Arthur Hunt Admin Systems, Manager of Change Mgmt arthur.hunt@yale.edu. What is Change Management?.

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Change management at yale university fall 2001 oaug change management panel l.jpg

Change Management at Yale University Fall 2001 OAUG Change Management Panel

Arthur Hunt

Admin Systems, Manager of Change Mgmt

arthur.hunt@yale.edu


What is change management l.jpg
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 l.jpg
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


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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


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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


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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 l.jpg
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


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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 l.jpg
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


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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


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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


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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


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Yale functional/technical development and implementation processdesign 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


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Data flow example development and implementation process

Yale University Administration Systems Change Management

Fall 2001 OAUG


Architecture example l.jpg
Architecture example development and implementation process

Yale University Administration Systems Change Management

Fall 2001 OAUG


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Impact analysis development and implementation process

Yale University Administration Systems Change Management

Fall 2001 OAUG


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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 l.jpg
Types of testing and support process

  • Development

  • Pre-release integration

  • Post-release controlled production

  • Load

  • Load balancing

Yale University Administration Systems Change Management

Fall 2001 OAUG


Test plan components l.jpg
Test plan components and support process

  • 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


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Change Management and support processSoftware Quality Assurance Cycle

Standards

Quality

Metrics

Training

Technical

Reviews

Yale University Administration Systems Change Management

Fall 2001 OAUG


Quality assurance minimum activities l.jpg
Quality assurance and support processminimum 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


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Some tools used at Yale and support process

Yale University Administration Systems Change Management

Fall 2001 OAUG