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- Tenant Management
- UVA3 - Refreshed from Prod on 2/12.
- UVA11 - will expire - so do not use for ongoing testing and development. (expiring 2/28)
- Production Migration for UBI and Document Imaging: UVA3, Sandbox, Producation
- FST project - Teresa to identify the tenants.
- Access for J to Sandbox and Production
- Timelines:
- Complete: UBI & DI Development completed by 3/4
- UBI: Diane and J will complete the BPs by 3/4.
- DI: Matt will complete the BPs by 3/4 (will check in 2/28 to confirm)
- Complete: Testing Checkpoint/Walkthrough. Vanessa and Teresa to setup the testing checkpoints
- Complete Send Kelli list of users/proxy (provided on 3/3/2022)
- Complete: UBI Unit Testing (Project team) March 7-8
- Complete: DI Unit Testing: March 7-8 (to be confirmed - more roles to test)
- Updated date? UBI User Testing: March 9 (Teresa to identify trainers)
- In Progress: DI User Testing: March 14-17 (2 sessions are scheduled)
- UBI & DI Extend Promotion: March 17
- UBI & DI Move to Production: March 21-April 1
- DI Go-Live: April 4
- UBI Go-Live: April 11
- Is there any web site updates, communications, User Experience testing required
- Complete: UBI & DI Development completed by 3/4
- March 15
- Review Report UVA-292 - and UVA-293 (create for DI, already created for UBI)
- Filter - UVA-241: Identifying requirements?
- Document Imaging:
- UVA-247: Validating Data Stewards update?
- Discussion: Naming Conversions for Data Stewards groups (per Matt's email) - please confirm or request updates.
- UBI:
- UVA-289 - Scott to provide wording for acknowledgement (confirm/update placeholder language).
- Scott to provide URLs to UBI web pages
- UVA-278 - next steps for notification?
- March 9
- Document Imaging
- UVA-247 (data stewards) and UVA-249 (roles) status?
- UVA-264 - Is there a training requirement?
- TAPP check-in (using to record results and questions)
- Reports
- UVA-292: Litao to create a report for Scott and Rachel to see history of requests.
- UVA-293: Sri to create report to send to MyGroups for Document Imaging
- Go-Live
- UBI will go-live April 11, DI on April 4
- Added tasks to the Cutover Plan to update the web pages
- ITS Web Site for UBI and DI (Claire/Vanessa)
- UBI Web Pages (Scott to update)
- Scott and Rachel to send url addresses
- Kelli needs for Dashboard page
- Vanessa needs for ITS Web Site and communications
- DI: https://virginia.service-now.com/its/?id=itsweb_kb_article&sys_id=0d24958adbc45cd866137deaae9619f2
- UBI
- 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?
- Document Imaging
- March 2
- SIS
- Teresa drafting brainstorm for Send Back
- Bo - the verbage changes are in UVA3
- Teresa: Review references 'Curry' and should be renamed to 'School of Education' in SIS (FST uses 'Ed', HCM Org are 'CU').
- 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
- DI/UBI Shared development:
- Litao/Matt: Custom Report for Rachel and Scott to review request status. Need date parameters and the ability to drill into the BP.
- 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.
- ToDo: Report that is scheduled
- In Progress: Disposition Page (Access Management needs access to Disposition Page). Teresa to provide list of names for DI And UBI.
- For UBI -
- SIS group adds the row level security for Admissions only - this needs to happen after training attestation and before notify MyGroups to disposition.
- J, Diane, Matt: Need a ToDo for SIS group to add row level security for Admissions
- For UBI -
- Document Imaging Next Steps:
- Matt: BP Configuration (Role Assignments and Condition Rules).
- Confident this will be ready for testing on Monday.
- 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.
- Teresa, Rachel: Test Scenarios - 943 scenarios to test each combo. Is there a strategic subset?
- Validate bp routing and a sample of types (e.g., enrollment, HR, advancement)
- Review WD report of the role assignments (instead of transactions)? (we did this in HR)
- User Testing
- 2 1-hour sessions week of 3/14. Rachel to identify the best dates and participants.
- Identify Pending e-Sharp requests the week before go-live.
- Talk to e-Sharp about cutover plan: dates for final request and inflight processes
- Matt: BP Configuration (Role Assignments and Condition Rules).
- UBI
- BP Questions: Is there overlap with SIS and UBI data stewards - can we reuse some groups?
- 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
- 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'.
- 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).
- If Data Steward left - it would be 'unassigned' and route to BP Administrators.
- Do the same for DI: Racherl Sligar, Robert Johnson for 'Document Imaging Administrator'
- Notifications and Help Text
- What would Scott like for help text? Diane will provide text from SIS via email for confirmation.
- Training Acknowledgement
- SIS asks employee to acknowledge they have completed the training. An approval step goes to trainers for validation/approval.
- Employee attestation in SIS - Diane will send text to Scott for review/updates.
- Training Acknowledgement Enhancement - integrate with WD Learning to confirm training has been completed (after go-live).
- UBI User Testing
- Pull in Linda Leshowitz and Patty Marbury because they create the training.
- Teresa to ask Scott for names.
- BP Questions: Is there overlap with SIS and UBI data stewards - can we reuse some groups?
- Finance
- SIS
- February 23
- Action Items:
- Unknown User (kelli.o'dell) : Access for J to Sandbox and Production - updated Feb. 24.
- Unknown User (teresa.wimmer) : Identify tenants for FST development (including HCM remediation and upgrade)
- Unknown User (vanessa.lees-currence) : Update the current Wednesday meeting for UBI and Document Imaging (remove SIS team)
- 1-2: Rachel, Karen, Vinnie, Vanessa, Teresa, Diane, J, Bo, Simon, Sri, Kelli, Matt, Litao, Leslie
- 1-1:30: Document Imaging focus with Rachel
- 1:30-2: UBI focus with Scott
- 1-2: Rachel, Karen, Vinnie, Vanessa, Teresa, Diane, J, Bo, Simon, Sri, Kelli, Matt, Litao, Leslie
- Unknown User (teresa.wimmer) : Coordinate testers for UBI and Document Imaging
- SIS App -
- Open Item review and prioritization
- Status
- not having a Send Back option is frustrating - working around it.
- Teresa is going to set up an Audit/Controls (Info Sec team) review meeting
- Additional Apps:
- Timelines: WD University of Virginia Timelines
- UBI & Document Imaging: Will we need Boomi? Teresa is analyzing. Currently looks like we will not use Boomi and update MyGroups.
- UBI -
- Can coordinate activities (e..g, PM activities)?
- Litao is meeting during Office Hours
- Status:
Assume no integration with MyGroups and
Assume Manual Setup by access team.
- Workflow to notify access team when role should be setup in MyGroups.
- Alternate: Daily report to identify the approved requests (report for UBI and Document Imaging)
- Development status:
- Bo's current development in Dev tenant - will migrate to UVA3 today.
- Removes are now working.
- Dispositions will be reviewed.
- Bo will notify team to review in UVA3. Send URL (not on launch page yet)
- Need to add to Launch page.
- BP - J and Diane need to configure the data stewards (it's ready). Need to get started with Matt.
- Testers: Scott, J, Diane, Teresa, Trainers (they have a step in the bp), some DI users.
- Matt, J, Diane will meet: Monday 2/28 1:30-2:30 (not 10-12 or 3-4pm ET).
- 3/14: updates and continued testing
- 3/21 - begin MTP
- Doc Imaging -
- In progress, need to identify a timeline.
- Need weekly status meetings (no more meetings on the calendar)
- Extend and BP development by 3/4.
- Matt to provide update EOW on the bp.
- HCM App (include FIN?)
- Start weekly meetings (participants?)
- Design
- Need to separate request by Application (HCM and FIN) e.g., don't want to look through HCM roles to request a FIN role.
- FIN App - Expected next steps?
- Scope:
- Remediated - changing the HCM application to remove 1 role (LD Scheduler) and changing the HR Approver to cost center hierarchy (instead of Department codes).
- Upgrade HCM to new Extend Features
- Add the FIN functionality
- Action Items:
- February 16
- SIS Open Tickets:
- Production Feedback:
- Please continue to enter production issues in TAPP.
- Feedback: 1) desire to Send Back (UVA-240) 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 (UVA-234)
- For the Send Back - prioritize after Document Imaging (not an issue for Document Imaging - don't review so don't need to Send back).
- Prod stats:
- 56 requests (single or multiple roles) to date
- Thank you for the Lessons Learned! Vanessa has posted the lessons.
- UBI Status
- App installed in UVA3 (copy of SIS app) - but awaiting Kelli to update security.
- Remove Request needs to be updated.
- Next step: Diane and J to update BP.
- Vanessa to schedule UBI design meetings
- Open: UVA to Confirm Role Names
- UBI - 300 requests/year
- Teresa is finalizing the Flow Design Diagram
- Document Imaging
- Design Session tomorrow
- DIS - 500 requests/year
- Questions for Teresa re: Roles. Teresa will review (it looks like the roles were concatenated and should be separated).
- Are there opportunities to merge the data steward groups?
- Teresa to provide updated Spreadsheet with: Module, Role Name, Approver, Backup
- Next: Create the Flow Diagram
- Finance
- Need to start the design
- Waiting on Mapping of legacy to WD roles
- Vanessa/Leslie: Meeting with Crystal and Kelli - Teresa, Leslie, Litao, Matt
- HCM App Upgrade
- SIS Open Tickets: