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  1. Tenant Management
    1. UVA3 - Refreshed from Prod on 2/12.  
    2. UVA11 - will expire - so do not use for ongoing testing and development. (expiring 2/28)
    3. Production Migration for UBI and Document Imaging: UVA3, Sandbox, Prod
    4. Sandbox for HCM, SIS, DIS, UBI research/updates (can't use UVA3)
    5. FST project tenants TBD.  See UVA FST Documents
  2. Timelines:
    1. Complete: UBI & DI Development completed by 3/4
    2. Complete: Testing Checkpoint/Walkthrough. Vanessa and Teresa to setup the testing checkpoints
    3. Complete  Send Kelli list of users/proxy (provided on 3/3/2022)
    4. Complete: UBI Unit Testing (Project team) March 7-8
    5. Complete: DI Unit Testing: March 7-8 (to be confirmed - more roles to test)
    6. Complete: UBI User Testing: March 17 (Teresa to identify trainers)
    7. Complete: DI User Testing: March 15 & 17 (2 sessions)
    8. Complete: March 21-25 Migrate roles to production (some in progress)
    9. Complete: March 24: UBI & DI Extend Promotion
    10. Complete: March 28-31: Complete move to production
    11. Complete: Regression Test DIS and UBI in Sandbox (Leslie out this week)
      1. Scott out during Regression testing - Diane and Teresa to cover
    12. Complete: DIS Go-Live
    13. Complete: UBI Go-Live
    14. April 29: Refresh UVA3 with UVA2 (for FIN/HCM development)
  3. Matt to support Kelli April 20-29 while Venkat and Crystal are OOO.
    1. Kelli will send Matt Salesforce tickets.
  4. April 20
    1. DIS & UBI Prod check-in
      1. DIS - 2 requests (1 successfull, 1 IP)
      2. UBI - 5 request (2 are done, 3 IP)
      3. Matt researching Access Management group security - only Brian has access.
    2. Identify when to end the Wednesday meeting.
    3. Refreshing UVA3 - can we do it earlier?  (4/22 vs. 4/29)?  this will allow us to begin development sooner.
  5. April 13
    1. DIS Check-in
      1. Diane will document process for Rachel and Scott to request new roles.
    2. UVAITSRBA-312145: Help Desk support for RBA questions
      1. User questions for HCM App should be entered as an Ask HR request
      2. Other RBA - call the ITS Help Desk and then 
        1. Tier 1: IT Help Desk - Need KB articles to train the help desk
        2. Tier 2: Need to give Brian D's visibility into the requests - so he can do some investigation as Tier 1.
        3. Tier 3: route to product owner (Rachel/DIS, Tracy/SIS, Scott/UBI)
      3. Need KB articles.
    3. UBI Check-in.
      1. J is working on final bp update (UVAITSRBA-310147).  Matt to look at SBX security.
    4. When do we complete the Wednesday weekly meetings (will replace with Thursday FST meetings)
    5. Finance/Adaptive & HCM Remediation
      1. Kick off complete
      2. Design meeting on 4/21.
      3. Weekly meetings are Thursday at 2pm ET.
    6. HCM Upgrade
      1. Kick-off on 4/18
        1. Review HCM Updates with Kelli, Litao, Matt, Teresa (opt)
        2. Walk through updated flow (Litao has drafted)
      2. 4/29 - Copy UVA3 from UVA2: development can begin
  6. March 29
    1. Check-in: Disposition Flow testing update
      1. Testing completed.  
      2. Regression test the new SIS approval step (Tracy has tested).
        1. Diane to forward email and ask Brian to test
        2. Scott to regression test for UBI
      3. UVAITSRBA-305152: Provide security to Brian 'Create Document Imaging Security for System Access Requests'
      4. Vanessa to schedule meeting with Brian and team to go through flow again.
    2. UVAITSRBA-306 151 added
    3. See Dashboard for open tickets
    4. Migration - 
      1. Security Group migration finished on Tuesday
      2. Checklist: UVA - UBI & Document Imaging Apps Migration to Production - UPDATED
    5. DevCon 2022 co-presentation (Vinny or Pradeep, Teresa will ask Sri, Simon on Vacation, J and Bo not avail)
  7. March 23
    1. Updated Schedule 
      1. Scott OOO week of April 4 - so Teresa, Diane, and J will regression test UBI
    2. DIS Check-in:
      1. Testing the Disposition List and Individual Update Disposition flow with Brian
    3. UBI Check-in: 
      1. Setting up Dashboard, Role Changes Custom Report, Ensuring Access Management can access them and has tested (Teresa will coordinate)
      2. Scott's list of Open Items (email):
        1. Complete: EDW_P_Admissions: Grad McIntire Darden – should go to Data Steward groups for both schools for approval
        2. UVAITSRBA-300157: All EDW_P_Admissions:  don’t appear to be going to the SIS team for row-level security
          1. J, Diane, and Matt.  Created a ToDo step in BP, but has questions (todo text doesn't include Role name).
        3. Complete: Removals don’t allow entry of a date
        4. Employee not able to see status of requests put in by supervisor
          1. UVAITSRBA-291164: We cannot update the dashboard (dashboard has only initiator).  Matt is evaluating a custom report.
        5. Complete: I still can’t access the report of UBI requests
        6. Complete: The Remaining Process view still shows approval by the UBI team:
  8. March 15
    1. Review Report UVAITSRBA-292 514 - and UVAITSRBA-293 515 (create for DI, already created for UBI)
    2. Filter - UVAITSRBA-241187: Identifying requirements?
      1. Need:
        1. Request Type,
        2. Request Status - Default is 'In Progress'
        3. No other defaults are needed.
        4. Initiator
        5. Request Date On or After
      2. Do not need
        1. BP Status
        2. Request Resolution Status
        3. Request Resolution Detail
        4. Date Needed On or After
    3. Document Imaging: 
      1. UVAITSRBA-247181: Validating Data Stewards update?
      2. Discussion: Naming Conventions for Data Stewards groups (per Matt's email) - please confirm or request updates.
        1. Drop the 'E-Sharp' prefix. Prefer not to use a prefix unless necessary (i.e., to make them unique).
        2. We should be ok without prefixes because the notification includes the application name.
        3. Note that UBI uses SIS Security Groups.
        4. The notification identifies the Application (e.g., DIS, UBI, SIS) - so the role name does not need to identify the application.
        5. the UBI Roles inlcude 'EDW' - which is another visual.
      3. UVATSRBA-295162: Kelli to update System Access Requests Announcements to include DIS and UBI.
      4. Instructions/Procedures
        1. On DIS Request Page: 
        2. UVAITSRBA-296161: Enhancement: Add/remove the appropriate SIS Role when the DIS Enrollment Role is added/removed.  
          1. Update the SIS Raas to add the XX role when the Document Imaging Roles XX are added/approved.
          2. WD Orchestration that will include a Change
          3. Rachel to ask Brian how they do it today. 
          4. Include Auditing in design discussion.
        3. UVAITSRBA-297160: Update Help Text (interim)
          2. Litao to Update Extend Page: If you are selecting access to the DIS Enrollment roles, you also need to add the SIS Linking Role
          3. Rachel to update Instructions for requesting in WD - if requesting an Enrolled Role also select the SIS Role
    4.  UBI:
      1. UVAITSRBA-289 166 - Scott to provide wording for acknowledgement (confirm/update placeholder language).
      2. Scott to provide URLs to UBI web pages: https://ubi.virginia.edu/get-started
      3. UVAITSRBA-278 513 - next steps for notification?
      4. Remove the training pre-req (see UVAITSRBA-276511
    5. FST Planning (Teresa and Kelli)
      1. Pre-Meeting & Kick-off
      2. Are any design details known/documented?
  9. March 9
    1. Document Imaging
      1. UVAITSRBA-247 181 (data stewards) and UVAITSRBA-249 179 (roles) status?
      2. UVAITSRBA-264 499 - Is there a training requirement?
    2. TAPP check-in (using to record results and questions)
    3. Reports
      1. UVAITSRBA-292514: Litao to create a report for Scott and Rachel to see history of requests.
      2. UVAITSRBA-293515: Sri to create report to send to MyGroups for Document Imaging
    4. Go-Live
      1. UBI will go-live April 11, DI on April 4
      2. Added tasks to the Cutover Plan to update the web pages 
        1. ITS Web Site for UBI and DI (Claire/Vanessa)
        2. UBI Web Pages (Scott to update)
        3. Scott and Rachel to send url addresses
          1. Kelli needs for Dashboard page
          2. Vanessa needs for ITS Web Site and communications
        4. DI: https://virginia.service-now.com/its/?id=itsweb_kb_article&sys_id=0d24958adbc45cd866137deaae9619f2
    5. UBI
      1. Have settled all Admissions approvers (except 1). For the shared roles with Darden and Commerce - is it possible for both schools to approve if requested?
  10. March 2
    1. SIS
      1. Teresa drafting brainstorm for Send Back
      2. Bo - the verbage changes are in UVA3
      3. Teresa: Review references 'Curry' and should be renamed to 'School of Education' in SIS (FST uses 'Ed', HCM Org are 'CU').  
        1. DI - can change the role names, but the AD/MyGroups is more difficult (can't change - need to remove and create) - Brian Denato (bjd5g), Walter Rogers, Andrew McClean
    2. DI/UBI Shared development:
      1. Litao/Matt: Custom Report for Rachel and Scott to review request status.  Need date parameters and the ability to drill into the BP.
      2. After UBI final approval - need to notify Access Management to add the users to the correct group in MyGroups.  We have a generic email we use - it could be a report.  How do we send them a notification?  Link to the report or instructions to run the report.  The volume is low - will probably add daily/each morning.
        1. ToDo: Report that is scheduled
        2. In Progress: Disposition Page (Access Management needs access to Disposition Page).  Teresa to provide list of names for DI And UBI.
          1. For UBI -
            1. SIS group adds the row level security for Admissions only - this needs to happen after training attestation and before notify MyGroups to disposition.
            2. J, Diane, Matt: Need a ToDo for SIS group to add row level security for Admissions
    3. Document Imaging Next Steps:
      1. Matt: BP Configuration (Role Assignments and Condition Rules).
        1. Confident this will be ready for testing on Monday.
        2. Matt will contact Teresa and Rachel about naming conventions for data stewards.  He'll send a detailed message to Teresa and Rachel with questions - prioritize behind bp config.
      2. Teresa, Rachel: Test Scenarios - 943 scenarios to test each combo.  Is there a strategic subset?
        1. Validate bp routing and a sample of types (e.g., enrollment, HR, advancement)
        2. Review WD report of the role assignments (instead of transactions)? (we did this in HR)
      3. User Testing
        1. 2 1-hour sessions week of 3/14.  Rachel to identify the best dates and participants.
      4. Identify Pending e-Sharp requests the week before go-live.  
        1. Talk to e-Sharp about cutover plan: dates for final request and inflight processes
    4. UBI
      1. BP Questions: Is there overlap with SIS and UBI data stewards - can we reuse some groups?
        1. Teresa has a spreadsheet with the Data Steward names.  Should be on Teams. https://myuva.sharepoint.com/:x:/r/sites/WorkdayRequestBasedAccess/Shared%20Documents/General/Document%20Imaging%20and%20UBI/Requirements/UBI%20and%20DIS%20Requirements%20-%202021-12-03.xlsx?d=w585e590917fb4623b26142ee5f63d657&csf=1&web=1&e=vJJDeC
        2. Who is the 'last resort' role (if bp doesn't trigger any approvals)?  Send to: Scott Newman, Natalie Seva..., Kevin Mawn.  Call the group 'UBI Administrator'.
          1. Should happen only if new roles are added and the bp isn't updated (we did this for SIS).  Alternative - let it go to the BP admin instead (not desired - different group of people). 
          2. If Data Steward left - it would be 'unassigned' and route to BP Administrators. 
        3. Do the same for DI: Racherl Sligar, Robert Johnson for 'Document Imaging Administrator'
      2. Notifications and Help Text
        1. What would Scott like for help text?  Diane will provide text from SIS via email for confirmation.
      3. Training Acknowledgement
        1. SIS asks employee to acknowledge they have completed the training.  An approval step goes to trainers for validation/approval.
        2. Employee attestation in SIS - Diane will send text to Scott for review/updates.
        3. Training Acknowledgement Enhancement - integrate with WD Learning to confirm training has been completed (after go-live).
      4. UBI User Testing
        1. Pull in Linda Leshowitz and Patty Marbury because they create the training.
        2. Teresa to ask Scott for names.
    5. Finance
  11. February 23
    1. Action Items:
      1. Unknown User (kelli.o'dell) : Access for J to Sandbox and Production - updated Feb. 24. 
      2. Unknown User (teresa.wimmer) : Identify tenants for FST development (including HCM remediation and upgrade)
      3. Unknown User (vanessa.lees-currence) : Update the current Wednesday meeting for UBI and Document Imaging (remove SIS team)
        1. 1-2: Rachel, Karen, Vinnie, Vanessa, Teresa, Diane, J, Bo, Simon, Sri, Kelli, Matt, Litao, Leslie
          1. 1-1:30: Document Imaging focus with Rachel
          2. 1:30-2: UBI focus with Scott
      4. Unknown User (teresa.wimmer) : Coordinate testers for UBI and Document Imaging
    2. SIS App - 
      1. Open Item review and prioritization
      2. Status
        1. not having a Send Back option is frustrating - working around it.
      3. Teresa is going to set up an Audit/Controls (Info Sec team) review meeting
    3. Additional Apps:
      1. Timelines: WD University of Virginia Timelines
      2. UBI & Document Imaging: Will we need Boomi?  Teresa is analyzing.  Currently looks like we will not use Boomi and update MyGroups.
      3. UBI -
        1. Can coordinate activities (e..g, PM activities)?
        2. Litao is meeting during Office Hours
        3. Status:

          1. Assume no integration with MyGroups and

          2. Assume Manual Setup by access team.

          3. Workflow to notify access team when role should be setup in MyGroups. 
          4. Alternate: Daily report to identify the approved requests (report for UBI and Document Imaging)
          5. Development status: 
            1. Bo's current development in Dev tenant - will migrate to UVA3 today.
            2. Removes are now working.
            3. Dispositions will be reviewed.
            4. Bo will notify team to review in UVA3. Send URL (not on launch page yet)
            5. Need to add to Launch page.
            6. BP - J and Diane need to configure the data stewards (it's ready).  Need to get started with Matt.
            7. Testers: Scott, J, Diane, Teresa, Trainers (they have a step in the bp), some DI users.
          6. Matt, J, Diane will meet: Monday 2/28 1:30-2:30 (not 10-12 or 3-4pm ET).
          7. 3/14: updates and continued testing
          8. 3/21 - begin MTP
      4. Doc Imaging -
        1. In progress, need to identify a timeline.  
        2. Need weekly status meetings (no more meetings on the calendar)
        3. Extend and BP development by 3/4.
        4. Matt to provide update EOW on the bp.
      5. HCM App (include FIN?)
        1. Start weekly meetings (participants?)
        2. Design
          1. Need to separate request by Application (HCM and FIN) e.g., don't want to look through HCM roles to request a FIN role.
        3. FIN App - Expected next steps?
        4. Scope: 
          1. Remediated - changing the HCM application to remove 1 role (LD Scheduler) and changing the HR Approver to cost center hierarchy (instead of Department codes).
          2. Upgrade HCM to new Extend Features
          3. Add the FIN functionality
  12. February 16
    1. SIS Open Tickets:
      2. Production Feedback:
        1. Please continue to enter production issues in TAPP.)
        2. Feedback: 1) desire to Send Back (UVAITSRBA-240188) 2) there are 2-3 in-person trainings that happen later so would like requests for those roles to happen later so they do not hold up the entire request (UVAITSRBA-234194)
          1. For the Send Back - prioritize after Document Imaging (not an issue for Document Imaging - don't review so don't need to Send back).
        3. Prod stats: 
          1. 56 requests (single or multiple roles) to date
      3. Thank you for the Lessons Learned!  Vanessa has posted the lessons.
    2. UBI Status
      1. App installed in UVA3 (copy of SIS app) - but awaiting Kelli to update security.
      2. Remove Request needs to be updated.
      3. Next step: Diane and J to update BP.
      4. Vanessa to schedule UBI design meetings
      5. Open: UVA to Confirm Role Names
      6. UBI - 300 requests/year
      7. Teresa is finalizing the Flow Design Diagram
    3. Document Imaging
      1. Design Session tomorrow
      2. DIS - 500 requests/year
      3. Questions for Teresa re: Roles.  Teresa will review (it looks like the roles were concatenated and should be separated).
        1. Are there opportunities to merge the data steward groups?
        2. Teresa to provide updated Spreadsheet with: Module, Role Name, Approver, Backup
      4. Next: Create the Flow Diagram
    4. Finance
      1. Need to start the design
      2. Waiting on Mapping of legacy to WD roles
      3. Vanessa/Leslie: Meeting with Crystal and Kelli - Teresa, Leslie, Litao, Matt
    5. HCM App Upgrade

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