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Working with procedures. Presentation of the O perational P rocedures M anagement tool. Goals of this talk. Introduce the new tool For the OpsHelps authors, the successor of the tool they know For Service Managers the tool allowing to provide procedures to the SysAdmins

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working with procedures

Working with procedures

Presentation of the

Operational Procedures Management tool

goals of this talk
Goals of this talk
  • Introduce the new tool
    • For the OpsHelps authors, the successor of the tool they know
    • For Service Managers the tool allowing to provide procedures to the SysAdmins
    • Explain how this new tool is implemented(addressing our requirements)
  • Involve users in future developments
    • What are the requirements of the users ?
    • What is missing/wrong in this first version ?
    • What can be integrated ?
    • Establish a list of priorities
milestones
Milestones
  • Major steps
      • mid-2003 : first version operational
      • end-2003 : import of SERCo documents
      • mid-2004 : login and notifications
      • Sep-2004 : system review (wiki, in-line edition, …)
      • Oct-2004 : ready for OpsHelps Migration
context when project started
Context when project started
  • Existing tools
    • OpsHelps (1995)
      • Operators (initially)
      • Service managers  Operators
      • Too old, difficult to maintain, no longer adapted to our infrastructure and work practice  opportunity to replace it
    • SERCo system
  • End 2003
    • SERCo departure
    • Solution needed for Sys. Admin.
requirements
Requirements
  • Open enough to be able to mass migrate documents (Serco, OpsHelps)
  • Low maintenance effort
  • Don’t re-invent the wheel
    • Check existing tools (EDMS, CVS, …)
    • … but nothing suitable with our constraints (out of the box)
    • However possibility to build on existing services
selected ideas
Selected ideas
  • From OpsHelps:
    • Simple search engine
    • Machine/cluster to procedure mapping
    • Notifications of changes (highlighted)
    • Local copies (server fail over)
  • From SERCo:
    • Migration of their procedures
    • Implement workflow(s)
  • Easy to use
    • Web interface
    • Not only HTML documents
chosen implementation
Chosen Implementation
  • Based on central services / servers
  • Benefits: backups, upgrades, …
  • Maintenance goes into simple scripts
  • Scripts for GUI, but also bulk migrations
2004 review
2004 Review
  • Usage improvements
  • Wiki proposed as an alternative
    • Is a “content management system”
    • Has useful features / good ideas
    • … but current system as well
    • Discussions within the team
      • Decided that it was better to keep the current system and integrate good ideas and missing features
      • Requirements reviewed
more requirements
More requirements
  • Workflows
  • User interface
  • Confidentiality
more requirements1
More requirements
  • Workflows
    • Validation required
    • Simple contributor
more requirements2
More requirements
  • Workflows
    • Validation required and simple contributor
      • Schema should be per document
    • User vs. Role
      • Users
        • service manager
        • system administrator
        • operator
      • Roles
        • author (writes the procedure)
        • approver (validates it)
        • reader (follows it)
chosen implementation workflow
Chosen implementation (workflow)
  • Authentication needed (valid 9 hours, enough ?)
  • Two access points (web interfaces)
    • Author + approver
    • Readers (not discussed here)
  • Not the same primary goal
    • Manage procedures
    • Find / read the appropriate procedure
  • Document status
    • Updated, validated, in production (reference)
    • Update not restricted to one (original) author
    • Validation is restricted to approver (but may be a shared account)
  • Notifications
    • Inserted in workflow (selected recipients)
    • Categories implemented
      • Distinguish intended readers
more requirements3
More requirements
  • User Interface
    • User has a favourite editor
      • Local edition/copy
    • Web browser
      • Main goal : manage documents
      • Upload facility
      • In-line edition (file locking ?)
      • Read access
    • Notifications by mail
      • Include direct links (task driven)
chosen implementation web interface
Chosen implementation (web interface)
  • Layout of the web interface
  • http://cern.ch/service-cc-opm/

Summary info, links, search

extra information zone with contextual menus or fields

Main display

Interaction with user, proposed actions, procedure itself, …

more requirements4
More requirements
  • Confidentiality
    • Not clear what is really needed
      • Documents visibility ?
      • Separate categories (=storage) ?
      • Encryption needed ?
      • Feedback welcome
    • Read access on “outgoing” web server
      • Independent (and restricted) access control for security reason
      • Imposed
development
Development
  • SysAdmins contributions
    • Working on the tool (enhancements)
      • Anthony, Jean-François, Fabio
    • … and the procedures
      • One librarian : Jody
  • Improvements
    • User’s interaction (workflow, editor, …)
    • Users requirements/suggestions
      • see also OPM_to_do_list.html
    • Confidentiality (but what ?)
    • Documentation (how to, help, templates, …)
feedback
Feedback
  • Cc-Opm.Cvslibrarian@cern.ch
    • Displayed on several pages of the http://cern.ch/service-cc-opm site
  • or myself Fabio.Trevisani@cern.ch