• Created by Unknown User (leslie.obourn), last modified on Mar 02, 2022

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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, Producation
    4. FST project - Teresa to identify the tenants.
    5. Access for J to Sandbox and Production
  2. Timelines:
    1. UBI & DI Development completed by 3/4
      1. UBI: Diane and J will complete the BPs by 3/4.
      2. DI: Matt will complete the BPs by 3/4 (will check in 2/28 to confirm)
    2. Testing Checkpoint/Walkthrough
      1. Vanessa and Teresa to setup the testing checkpoints
      2. Send Kelli list of users/proxy
    3. UBI Unit Testing (Project team) March 7-8
    4. UBI User Testing: March 9 (Teresa to identify trainers)
    5. DI Testing: March 7-8 (to be confirmed - more roles to test)
    6. DI User Testing: March 14-17 (2 sessions TBD)
    7. UBI & DI Extend Promotion: March 17
    8. UBI & DI Move to Production: March 21-April 1
      1. Links to Cutover Plans
    9. UBI Go-Live: April 4
    10. DI Go-Live: After April 4 (date TBD)
    11. Is there any web site updates, communications, User Experience testing required
  3. 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
  4. 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
  5. 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 (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)
          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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