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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:
- Remaining Development
- Complete: Teresa to enter 3 usability tickets (but not go-live critical)
- Message 'Please click 'OK' - but the button says 'Approve'. Please change to 'Please Click Approve'
- Add message 'your required training will appear as an action in your inbox'
- 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'.
- Assign to J/Diane.
- Update Home Page Announcements. with information on 'how to prepare your desktop'
- 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.
- Teresa: Evaluate Required Apps with Syed - should they be reordered? What if the 20 limit is reached?
- Karen: Frequency of scheduling the process: 2x/day (1 and 4)
- Complete: Teresa to enter 3 usability tickets (but not go-live critical)
- Go-Live on January 31:
- 1/13 Thurs: Extend Promotion to Production
- 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).
- Prod Prep:
- 1/17: Migrate BP and other config to SBX
- 1/20: Migrate BP and any other config to prod (and turn it off).
- 1/21 Fri: SBX Weekly Refresh
- 1/24 - 27 - Migrate to and Validate SBX
- 1/24: Accenture Smoke Test BP (and other config) in SBX
- 1/24: Point Boomi QA to SBX (note: once Boomi points to SBX, it will no longer point to UVA11).
- Boomi QA updates SIS QA.
- Sri will send the URL to Karen.
- 1/25-26: UVA Regression Test in Sandbox (will call Boomi QA - but not send to Boomi)
- F1/28: SBX Refresh
- 1/31 Go-Live
- DA?
- Comunications week of 1/18
- Data Stewards & Data Stewards Managers
- Admin Users
- Post on Local Support Partners Digest
- Web Site Changes
- Help Desk Articles
ID | Task | Assigned To | Status | Start Date | Due Date | Notes |
Identify Proxy List | Teresa | Complete | Send list of testers that should be able to Proxy in SBX (for Regression test) to Kelli.
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Obtain DA Exception | Teresa | Complete | 1/12 | 1/19 | Workday confirmed a DA review is not required for this 2nd app. | |
1 | Update WD Extend Domain: Add Implementers - in Production | Litao | Complete | Thursday, January 13 | Friday, 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? |
1.1 | Add All User to "WQL for Extend" security domain | Litao/Kelli | Complete | |||
1.1 | Create SIS & Data Steward Security Groups in Prod | Kelli/Venkat | Complete | ASAP | ||
1.1 | Provide access to Production/SBX | Kelli/Venkat | Complete | Kelli working with Chris and Stewart re: NetBadge for SSO. | ||
1.1 | Task: Manage Extend Apps with Model Components. | Litao | Complete | Thursday, January 13 | Thursday, January 17 | dependent on impl account |
1.1 | Add assignees to SIS & Data Steward Security Groups in Production/SBX | Michael | Complete | Thursday, January 13 | Friday, 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 only | Michael/Kelli | Complete | ||||
1.1 | Promote Extend Application to Production/SBX | Litao | Complete | Thursday, January 13 | Thursday, January 13 | Dependent on UVA7 access. Update url links in scripts (linkRoute.script). |
1.2 | Calculated fields | Litao | Complete | Monday, January 17 | Friday, 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. |
1.2 | Condition rules (BP step conditions) | Michael/Matt (with Diane and J) | Complete | Monday, January 17 | Friday, 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). |
1.2 | Documents for Doc Distribution steps | Michael/Matt (with Diane and J) | Complete | Monday, January 17 | Friday, 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. |
1.2 | To-Do's | Michael/Matt (with Diane and J) | Not Needed | Monday, January 17 | Friday, 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. |
1.2 | Notifications | Michael/Matt (with Diane and J) | Not Needed | Monday, January 17 | Friday, 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. |
1.2 | Kelli to update segmented security. | Kelli | Complete | Monday, January 17 | Friday, January 21 | See UVA-224. |
1.2 | Custom Tasks | Simon and Cory | Complete | Monday, January 17 | Friday, January 21 | Do only in SBX and only do in Production when going live |
1.2 | Create Client Credential Mapping in UVA11 | Litao | Complete | Depedencies - ISU is available Important for Boomi connection to WD. | ||
2 | Smoke Test Config | Michael/Matt | Complete. | Monday, January 17 | Friday, 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. |
2 | Smoke Test Extend in SBX | Litao | Complete | Monday, January 17 | Friday, January 21 | |
3 | Setup ISU for Boomi in Production/SBX | Sri/Kelli | Complete | Monday, January 17 | Friday, 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. |
3 | Setup ISU for Orchestration in Production/SBX | Kelli/Venkat | Complete | Monday, January 17 | Friday, January 21 | |
3 | Setup External Client Cred Store | Kelli/Venkat | Complete | Monday, January 17 | Friday, January 21 | Depends on ISU for Orchestration |
4 | Custom Dashboards (Admin Requests and My Requests) in SBX | Kelli/Michael | Complete | Monday, January 17 | Friday, 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 |
4 | Migrate Boomi Integrations and SIS updates to PROD and point to PROD | Karen/Vinnie | Complete | Monday, January 17 | ||
4 | Apply permissions and Users to Disposition Lists - in Production/SBX | Kelli/Michael | Complete | Monday, January 17 | Friday, 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 |
4 | Update Security Group Reference ids in UVA11. | Michael | Complete | Confirm for SBX/Prod - this should be fine, but include in validation to confirm. Already complete in Production (UVA11 and Prod are in sync). | ||
4 | Migrate Reports to SBX | Sri | Complete | Monday, January 17 | Friday, January 21 | |
4 | Migrate Reports to Production | Sri | Complete | Monday, January 17 | Friday, January 21 | Will migrate to production after SBX validation. |
4 | Confirm Report Ownership to Boomi ISU | Sri | Complete | Monday, January 17 | Friday, January 21 | Dependent on ISU for Boomi |
4 | Verify/Update Proxy and Security for SIS Team | Kelli/Venkat | Complete | Monday, January 17 | Friday, January 21 | Updated all I was aware of, which would include the current team. |
5 | Unhide the SIS details to the Announcements page | Kelli | Complete | Monday, January 24 | Entered in UVA11 and Production, though is currently hidden in production. | |
5 | Confirm Smoke Test complete - Ready for UVA Validation | Leslie | Complete | Monday, January 24 | Monday, January 24 | |
4 | Validate Boomi integrations and SIS updates in QA in Sandbox | Karen/Vinnie | Complete | Monday, January 24 | Dependent on Boomi ISU , RAAS Report Access | |
Migrate Boomi processes to Production | Karen | Complete | Monday, January 24 | Wednesday, 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 Production | Karen | Complete | Monday January 24 | Friday, January 28 | ISU has already been setup in Production. Litao will schedule office hours to complete this. | |
5 | Regression Test in SBX | SIS Team | Complete | Tuesday, January 25 | Wednesday, January 26 | Identify what is needed - will need an exemption due to ABO migration timing. |
Send Test transaction in Prod | Team | Complete | Wednesday, January 26 | Wednesday, January 26 | Want to confirm raas report url. Script
Steps:
Results:
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6 | Configure Custom Task and Dashboard in Production | Kelli/Michael/Matt | Complete | Sunday, January 30 | Sunday, January 30 | Kelli and Michael to write down the steps:
Completed by 9am ET Monday - Notify Tracy to enter the test transaction and cc: |
6 | Activate Announcements with instructions on Updating your Desktop. | Kelli | Complete | Monday, January 31 | Monday, 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/Vinnie | Complete | Monday, January 31 | Monday, January 31 | Fri 1/28: I have added the Access Management email (am-ops@virginia.edu) in production | |
Validate SIS Website links are valid | Kelli | Complete | Wednesday, January 26 | Wednesday, January 26 | https://in.virginia.edu/sis-roles | |
Send Test transaction (during 9am checkin) | Tracy | In process | Monday, January 31 | Monday, January 31 | Script
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 | |
6 | Project Team Check-in | Teresa/Leslie | Complete | Monday, January 31 | Monday, January 31 | Schedule check-in at 9am ET. (team call) |
6 | Announce SIS App is live | Teresa | Not Started | Monday, January 31 | Monday, January 31 | Announce to:
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Post Announcement on Services page | Teresa/ Janet | Not Started | Monday, January 31 | Monday, January 31 | ||
e-Sharp closes for new requests at 5pm | Teresa | Not Started | Monday, January 31 | Monday, January 31 | New requests will not be allowed after 5pm. In Progress requests will complete in e-Sharp. | |
Schedule the Boomi Process | Karen/Vinny | Not Started | Monday, January 31 | Monday January 31 | Schedule the process to run 10:00 AM and 3;00 PM; M - F | |
Use Wednesday Meeting to check on new requests | Teresa/Leslie | Not Started | Wednesday February 2 | Wednesday February 2 | ||
Need a test environment (UVA11 & Sandbox) | Kelli O'Dell | In progress | Monday January 31 | Monday January 31 | UVA11 ready | |
Roles by module will be on-demand only | Karen Spitzer | Complete | Monday January 31 | Monday January 31 | ||
Received first for Jacob Anthony Joseph | Jackie Haney | In process | Monday January 31 | Monday January 31 | Will 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 | Vanessa | Complete | Monday January 31 | Monday January 31 | Yes they keep their roles | |