These activities will be the template for the Production cutover plan - so please update with any activities that are required for the Sandbox and Production migrations.

Add the following tasks:

  1. Remaining Development
    1. Complete: Teresa to enter 3 usability tickets (but not go-live critical)
      1. Message 'Please click 'OK'  - but the button says 'Approve'.  Please change to 'Please Click Approve'
      2. Add message 'your required training will appear as an action in your inbox'
      3. If submit on behalf of someone else - the test says it goes to the submitter's supervisor.  It should say 'the process will be approved by the subject's manager'.
      4. Assign to J/Diane.
    2. Update Home Page Announcements. with information on 'how to prepare your desktop'
    3. Tracy to confirm this URL: https://virginia.service-now.com/its/?id=itsweb_kb_article&sys_id=c0b254cbdb94e304f032f1f51d9619ea.  If the URL is different, then Kelli will need to update the External LInk on the Announcement.
    4. Teresa: Evaluate Required Apps with Syed - should they be reordered? What if the 20 limit is reached?
    5. Karen: Frequency of scheduling the process: 2x/day (1 and 4)
  2. Go-Live on January 31: 
    1. 1/13 Thurs: Extend Promotion to Production
    2. 1/17-1/21: Complete E2E testing in UVA11 (please enter any issues in TAPP and we will determine if they should be resolved before or after go-live).
    3. Prod Prep:
      1. 1/17: Migrate BP and other config to SBX
      2. 1/20: Migrate BP and any other config to prod (and turn it off).
      3. 1/21 Fri: SBX Weekly Refresh
    1. 1/24 - 27 - Migrate to and Validate SBX
      1. 1/24: Accenture Smoke Test BP (and other config) in SBX
      2. 1/24: Point Boomi QA to SBX  (note: once Boomi points to SBX, it will no longer point to UVA11).
        1. Boomi QA updates SIS QA.
        2. Sri will send the URL to Karen.
      3. 1/25-26: UVA Regression Test in Sandbox (will call Boomi QA - but not send to Boomi)
      4. F1/28: SBX Refresh
    2. 1/31 Go-Live
    3. DA?
    4. Comunications week of 1/18
      1. Data Stewards & Data Stewards Managers
      2. Admin Users
      3. Post on Local Support Partners Digest
      4. Web Site Changes
      5. Help Desk Articles
IDTaskAssigned ToStatusStart DateDue DateNotes

Identify Proxy ListTeresaComplete

Send list of testers that should be able to Proxy in SBX (for Regression test) to Kelli.

  • Melissa Seal (mss8u)
  • Teresa Wimmer
  • Tracy Pettit
  • Jackie Haney
  • Kristen Stanley
  • Karen Spitzer
  • Cheyrl Elzey
  • Kyle Lewis
  • Michele Wellings

Obtain DA ExceptionTeresaComplete1/121/19Workday confirmed a DA review is not required for this 2nd app.  
1Update WD Extend Domain: Add Implementers - in ProductionLitaoCompleteThursday, January 13Friday, December 14

dependent on impl account

Security Request (securityRequest_drlmkt)

Litao added Implementers to the "Workday Extend" security domain in UVA11. Alternatively, this can be adding users to the "WD_XTND_SG" security group for Production.

Kelli - can we do this in Prod before our next migration to SBX?

1.1Add All User to "WQL for Extend" security domainLitao/KelliComplete


1.1Create SIS & Data Steward Security Groups in ProdKelli/VenkatCompleteASAP

1.1Provide access to Production/SBXKelli/VenkatComplete

Kelli working with Chris and Stewart re: NetBadge for SSO.
1.1Task: Manage Extend Apps with Model Components. LitaoCompleteThursday, January 13Thursday, January 17dependent on impl account
1.1Add assignees to SIS & Data Steward Security Groups in Production/SBXMichaelCompleteThursday, January 13Friday, January 21

1/17/22 - MN Updated assignees in Prod and Sand based on UCF11 where the latest assignees were.


MN - loaded with EIB 12/8/21.  This EIB will also work to assign users in Prod.

Kelli has added the security groups to Prod (and therefore copied into UVA11).  


Add SIS and Data Steward groups to Personal Data Other IDs domain, view onlyMichael/KelliComplete


1.1Promote Extend Application to Production/SBXLitaoCompleteThursday, January 13Thursday, January 13

Dependent on UVA7 access.

Update url links in scripts (linkRoute.script).

1.2Calculated fieldsLitaoCompleteMonday, January 17Friday, January 21

Used OX to migrate.  

Litao: There were a couple of calculated fields the pages use. Perhaps next migration this line will be assigned to Extend team.

1.2Condition rules (BP step conditions)Michael/Matt (with Diane and J)CompleteMonday, January 17Friday, January 21

Used OX to migrate the full BP.  Worked through Ref IDs and various other sync issues with Diane, Jay and Matt 12/13/21.  

Who will do the BP Admin updates in Prod?  Teresa will check with Syed (it will not be Michael and Matt).

1.2Documents for Doc Distribution stepsMichael/Matt (with Diane and J)CompleteMonday, January 17Friday, January 21

** Note, the documents came over with the BP successfully but we need to remember to update the FERPA course WD link in the document distribution instructions relative to the target tenant. 


Used OX to migrate the full BP.  Worked through Ref IDs and various other sync issues with Diane, Jay and Matt 12/13/21.  

1.2To-Do'sMichael/Matt (with Diane and J)Not NeededMonday, January 17Friday, January 21

There are no To-Do's anymore (1/12/22 MN)

Used OX to migrate the full BP.  Worked through Ref IDs and various other sync issues with Diane, Jay and Matt 12/13/21.  

1.2NotificationsMichael/Matt (with Diane and J)Not NeededMonday, January 17Friday, January 21

There are no custom notifications anymore (1/12/22 MN)

Used OX to migrate the full BP.  Worked through Ref IDs and various other sync issues with Diane, Jay and Matt 12/13/21.  

1.2Kelli to update segmented security.  KelliCompleteMonday, January 17Friday, January 21See ITSRBA-204.
1.2Custom TasksSimon and CoryCompleteMonday, January 17Friday, January 21Do only in SBX and only do in Production when going live
1.2Create Client Credential Mapping in UVA11LitaoComplete

Depedencies - ISU is available

Important for Boomi connection to WD.

2Smoke Test ConfigMichael/MattComplete.Monday, January 17Friday, January 21

I ran a full request for Hattie Agee with 7 requested roles across all modules and then added an 8th by a reviewer.  No errors, routed through 46 steps and 19 review or approval proxy.


1/21 update - Completed Hattie Agee transaction in Sandbox and confirmed it routed through correct approvals by SIS team members and data stewards. No errors.

2Smoke Test Extend in SBXLitaoCompleteMonday, January 17Friday, January 21
3Setup ISU for Boomi in Production/SBXSri/KelliCompleteMonday, January 17Friday, January 21

Ensure the Boomi ISU password ‘change pw next login’ is unchecked.  This is a lesson learned from UVA11 migration - Boomi team was notable to successfully run the Add/Remove Roles RaaS report until this was unchecked.

3Setup ISU for Orchestration in Production/SBXKelli/VenkatCompleteMonday, January 17Friday, January 21
3Setup External Client Cred StoreKelli/VenkatCompleteMonday, January 17Friday, January 21Depends on ISU for Orchestration
4Custom Dashboards (Admin Requests and My Requests) in SBXKelli/MichaelCompleteMonday, January 17Friday, January 21

Dependent on Custom Tasks.

Ensure it is set to 'Required' for SIS Reviewers.

Do only in SBX and only do in Production when going live

4Migrate Boomi Integrations and SIS updates to PROD and point to PRODKaren/VinnieCompleteMonday, January 17


4Apply permissions and Users to Disposition Lists - in Production/SBXKelli/MichaelCompleteMonday, January 17Friday, January 21

Security groups are in Prod (and copied).

Michael added the people to the groups.

*We have 2 security groups that have only one member 

SIS AA Training and SIS SFS FS Training 

4Update Security Group Reference ids in UVA11.MichaelComplete

Confirm for SBX/Prod - this should be fine, but include in validation to confirm. 

Already complete in Production (UVA11 and Prod are in sync).   

4Migrate Reports to SBXSriCompleteMonday, January 17Friday, January 21
4Migrate Reports to ProductionSriCompleteMonday, January 17Friday, January 21Will migrate to production after SBX validation.
4Confirm Report Ownership to Boomi ISUSriCompleteMonday, January 17Friday, January 21Dependent on ISU for Boomi
4Verify/Update Proxy and Security for SIS TeamKelli/VenkatCompleteMonday, January 17Friday, January 21Updated all I was aware of, which would include the current team. 
5Unhide the SIS details to the Announcements pageKelliCompleteMonday, January 24
Entered in UVA11 and Production, though is currently hidden in production. 
5Confirm Smoke Test complete - Ready for UVA ValidationLeslieCompleteMonday, January 24Monday, January 24
4Validate Boomi integrations and SIS updates in QA in SandboxKaren/VinnieCompleteMonday, January 24
Dependent on Boomi ISU , RAAS Report Access

Migrate Boomi processes to ProductionKarenCompleteMonday, January 24Wednesday, January 26

Sri to provide Production URL. - Complete

Vinnie will configure the overrides – all complete except default email addresses

Provide URL for Boomi Roles by Worker and API Key to Litao once the migration is complete. - Complete


Run Roles by Module process in ProductionKarenCompleteMonday January 24Friday, January 28

ISU has already been setup in Production.

Litao will schedule office hours to complete this.

5Regression Test in SBXSIS TeamCompleteTuesday, January 25

Wednesday, January 26

Identify what is needed - will need an exemption due to ABO migration timing.

Send Test transaction in Prod

Team


CompleteWednesday, January 26Wednesday, January 26

Want to confirm raas report url. 

Script

  1. Tracy (or Michelle)  to request access to something she has.
  2. Karen to confirm the Boomi process.
  3. Request sFTP access

Steps:

  1. complete: Kelli to enable security for one SIS group
  2. complete: Tracy to enter for request for ftp access for herself
  3. Complete: Cheyrl to data steward and Teresa as manager
  4. Complete: Sri will confirm raas
  5. Complete: Karen/Vinnie will run from Boomi
  6. Complete: Kelli to hide dashboard
  7. Complete: Kelli to reset password and send updated password to Stuart/Admin

Results:

  1. Resolved: Teresa cannot see the subform
  2. Resolved: Sri needs to update the URL
    1. Confirm the prod change does not impact SBX or Impl tenants.
  3. Resolved: Boomi failed:
    1. Need to whitelist for inbound AND outbound: Workday WD1 Data Center Information_5.xlsx
6Configure Custom Task and Dashboard in ProductionKelli/Michael/MattCompleteSunday, January 30Sunday, January 30

Kelli and Michael to write down the steps:

  • Add the Worklet as Required.
  • Update condition rule on tab on Content page of Custom Page for System Access Requests (so it becomes visible)

Completed by 9am ET Monday - Notify Tracy to enter the test transaction and cc: 

6Activate Announcements with instructions on Updating your Desktop.KelliCompleteMonday, January 31Monday, January 31

Announcements are configured - Kelli needs to activate them.

Open item on whether the External link needs to be updated.


Boomi - update the notification email addresses (Access Management) in production Karen/VinnieCompleteMonday, January 31Monday, January 31Fri 1/28: I have added the Access Management email (am-ops@virginia.edu) in production

Validate SIS Website links are validKelliCompleteWednesday, January 26Wednesday, January 26 https://in.virginia.edu/sis-roles

Send Test transaction (during 9am checkin)TracyCompleteMonday, January 31Monday, January 31

Script

  1. Tracy (or Michelle)  to request access to something she has.
  2. Karen to confirm the Boomi process.
  3. Request sFTP access

Discovered access issues to PS_Role_Defn in the Boomi process, fixed and completed with no errors

Peter confirmed received eSystems email

Brian Donato confirmed  he received the email from Boomi

Karen tried to request removal of role and gets Error, Litao checking on error - Litao thinks firewall issue


6Project Team Check-in Teresa/LeslieCompleteMonday, January 31Monday, January 31Schedule check-in at 9am ET. (team call)
6Announce SIS App is liveTeresaNot StartedMonday, January 31Monday, January 31

Announce to: 

  • Janet in Communications
  • Tracy to contact Kiama and Laura (central data stewards)
  • Teresa to contact Access Management  & eSystems (Tracy Smith)
  • Cheyrl to contact Wendy and Steve (central data stewards)

Post Announcement on Services pageTeresa/ JanetNot StartedMonday, January 31Monday, January 31

e-Sharp closes for new requests at 5pm TeresaNot StartedMonday, January 31Monday, January 31

New requests will not be allowed after 5pm.

In Progress requests will complete in e-Sharp.


Schedule the Boomi ProcessKaren/VinnyNot StartedMonday, January 31Monday January 31Schedule the process to run 10:00 AM and 3;00 PM; M - F

Use Wednesday Meeting to check on new requestsTeresa/LeslieNot Started Wednesday February 2Wednesday February 2

Need a test environment (UVA11 & Sandbox)Kelli O'DellIn progress Monday January 31Monday January 31UVA11 ready 

Roles by module will be on-demand onlyKaren SpitzerCompleteMonday January 31Monday January 31

Received first for Jacob Anthony JosephJackie HaneyIn processMonday January 31Monday January 31Will review in SIS what roles Cathy Fox has and ask him to submit a separate request for Financial Aid roles 

Questions received from user about whether they will keep their roles VanessaCompleteMonday January 31Monday January 31Yes they keep their roles







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