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August 31, 2009 Core Team

Agenda

Deliverables due this week:

  • Finalize refresh, snapshot, landscape plan - Ron & Frank (including SH2 plans)
  • Confirm business owners - Rita, Mary Ellen, Lee, Frank, Ken
  • Detailed project plan - Bart (including enhancement packs)
  • Add team to daptiv project - Bart
  • Appoint transport manager - Kevin, Bart
  • Unit test preparation - 1) Create list of frequently executed transactions - Ron; 2) Following week - list of unit tests & assignments - Functional Leads
  • SIT preparation - 1) Complete test catalog of all scripts - complete 9/4. 2) Verify test scenarios include all new, critical functions - destermine target date based on detailed project plan. 3) Review existing scripts for obsolete items to be deleted 4) validate with business. 

Completed last week(s):

  • High level schedule
  • Teams, roles, responsibilities
  • Core Team kick off
  • Created Daptiv project request

Open Issues:

  •  Determine web infrastructure update plan - September 15. Rich.

September 14, 2009 Core Team

Agenda

Status of deliverables from August 31 meeting:

  • Refresh, snapshot, landscape plan - Ron & Frank (including SH2 plans) > Ron: By Thursday 9/17/2009.
  • Business owners - Rita, Mary Ellen, Lee, Frank, Ken > Done
  • Detailed project plan - Bart (including enhancement packs) > not complete. By Thursday 9/17/2009.
  • Add team to daptiv project - Bart >
    • Individuals added to tasks where resource managers have assigned individuals.
    • Wai-Ming, Ron, Julie: pls assign names to daptiv resource request.
  • Appoint transport manager - Kevin, Bart > not complete.
  • Unit test preparation -
    • 1) Create list of frequently executed transactions - Ron; > Complete. Bart to post on wiki
    • 2) Following week - list of unit tests & assignments - Functional Leads > not complete.
  • SIT preparation -
    • 1) Complete test catalog of all scripts - complete 9/4.
      • Hyperlinks - have to find doc & relink - see Wendy for instruction on mechanics. Add details by today to wiki.
      • Lee, Rita (can't link), Elda, Ken, Mary Ellen - not done > By Thursday 9/17/2009 at latest.  What has to be done, plan for each area, status of catalog, test scripts - add detail to wiki.
    • 2) Verify test scenarios include all new, critical functions - determine target date based on detailed project plan. > of by Thursday 9/17/2009.
    • 3) Review existing scripts for obsolete items to be deleted > part of 1).
    • 4) validate with business. > later, after SAIS work is complete.

Due this week:

  • Complete overdue items from August 31 list
  • Pending transports: 1) move to production before 10/22 or 2) mark as obsolete/delete, or 3) define schedule to complete dev, test, production . Priority to work in test. List from Ron by Friday.

Open Issues:

  •  Determine web infrastructure update plan (Oracle Application Server update) - September 30. Rich.

September 21, 2009 Core Team

  • Transports
    • John Tuttle - transport manager
    • Pending transports will be posted to wiki today
    • 1) move to production before 10/22 or 2) mark as obsolete/delete, or 3) define schedule to complete dev, test, production .
  • Transaction / report list
    • Attachment on script catalog page
    • Functional / technical leads complete columns e, f, g, h this week (team, custom, unit test scope, assignee)
  • Test catalog updates
    • AP - complete.
    • HR/Payroll (incl EDI)- not complete. Adding 25 from past year.
    • FI - not complete. Adding last year items, travel
    • Purchasing, Parking, Stockroom, Facilities - complete
    • SMART - complete
    • EHS - complete
    • Ecat, purchasing EDI - complete
    • Data warehouse - Scripted? Wendy follow-up. Incl. extracts from other catalogs to be tested in SIT. Functional leads tell data warehouse which tests will be included.

September 22, 2009 SAPbiz

Agenda

  1. Background
  2. Some Lessons Learned from 2008
    • Freeze date confusion
    • Project golives too close to freeze dates
    • Test scripts
    • Roles, teams
  3. Teams, roles, responsibilities
  4. Schedule
  5. Test plans
  6. Questions?

September 28, 2009 Core Team

Agenda:

  1. Test plans, scripts, catalogs
    • Unit test - see script catalog page attachment of transactions & reports. Recommend an access database for next year. Complete updates by 10/9/2009. Then Bart will merge separate sheets.  Also, see data warehouse notes on test script page.
    • System integration test - All complete except Finance. Each SAIS functional lead to verify that interfaces & data warehouse tests are included in test scripts and/or scenarios for their area.
    • User acceptance test - SAPbiz discussion & follow-up. 'Do not duplicate tests' not a rule, its a guideline. Users invited (encouraged) to participate with SAIS in system integration testing. But business owners still have to sign off. Team members to update wiki test script page to clarify anything not clear regarding test phases. SAIS functional leads to meet with business owners and document UAT plans on this wiki before testing starts in November. Approach to UAT may differ by business area, but requirement is to do whatever is required for business owner sign-off.
  2. Transport management will be discussed at 10/5 core team meeting.
  3. Other
    • Bart to schedule kick off for extended team - late next week.
    • Send wiki updates to extended team weekly.

October 5, 2009 Core Team

Agenda:

  1. Transport management
  2. Plan review
  3. Other
    • Extended team kickoff Thursday 10/8 10:30-11:30 Back Bay A&B
    • Unit test spreadsheet updates due Friday 10/9/2009

October 7, 2009 Steering Committee 9-10am W92-240 Riverside

Agenda:

  1. Some Lessons Learned from 2008
    • Project wiki
    • Freeze date confusion
    • Project go-lives too close to freeze dates
    • Test scripts
    • Roles, teams
  2. Progress to date:
  3. Budget
    • This year's project IS&T Budget 3500 hours; $240K. Actuals thru September not complete.
    • Last year's project IS&T Actual 3105 hours
    • Increase in this year's hours to continue test script updating, organizing.
  4. Risks & issues
    • Travel Project go-live has been delayed 1 week - If changes are required there could be an impact on resources and SAP environment consistency. (Mitigation would be to suspend pilot until January '10)
  1. #* Application of separate support and enhancement packs together. risk = more notes having to be applied over a 2 day weekend may be tight (this strategy has been employed at Lincoln Lab due to the benefit of lowering the cost of repeating this effort if note were applied at different times.) The enhancement notes are to functions the MIT is not currently using, therefore propose low risk of impact. 
  2. Other

October 8, 2009 - Extended SAIS team Kickoff 10:30-11:30 W92-Back Bay

Agenda:

  1. wiki - source of all information
  2. Teams, roles, responsibilities
  3. Schedule
  4. Landscape
  5. Transport management
  6. Test plans
  7. Questions?

October 19, 2009 Core Team

Agenda:

  1. Transports
    - Freeze starts this Thursday 10/22
    - Approach to remaining, pending transports - if there are any requests to move transports in sync with support pack updates that are unrelated to support pack fixes, we will review/approve these requests at our core team weekly meetings
    - How to handle criticals during freeze - use normal process + support pack process / queues - generate your RT ticket in the appropriate functional area queue and after your transport is approved as critical, enter a second RT ticket in the SAP:: Test Issues queue, email = saptest@help.mit.edu
  2. Basis
    - SH3 trial run results w/ enhancement pack 4. Decision no later than next week.
    - SAP release of support packages - on 10/15 as scheduled. Stack 16 for ECC600
  3. Developer tasks planning - SPAU, ... in SF3. Enhancement framework strategy. Wai-ming - Lead & schedule meeting. 
  4. Unit test
    - Consolidated spreadsheet available
    - Y w/ blank team responsible > Ken create one list of 430 & TBD, each team update; any other changes to master coordinate with Ken. All master sheet updates done by Ken. Complete by Friday.
    - Assign an individual to each test
    - Decide on TBD 'Test during unit test'

    Test during Unit test? Y/N/TBD

    Y





















    Count of Test during Unit test? Y/N/TBD

    Team Responsible (HR/PY; Fin; EHS; Logistics; ABAP; Basis)

     

     

     

     

     

     

     

    ABAP

    Cross App

    EHS

    Fin

    HR/Payroll

    Logistics

    Logistics/Fin

    Logistics/HR

    (blank)

    Grand Total

    Total

    42

    3

    16

    291

    256

    199

    2

    4

    430

    1243

October 26, 2009 Core Team

  1. Status Updates for Project Plan -
    1. - SH3 practice update- complete 10/16 (done)
    2. - PS1 snapshot for SH2- taken 10/19 (done)
    3. - SFK kernel update - complete 10/19 (done)
    4. - SFK oracle upgrade - complete 10/19 (done)
    5. - Pull & store DW extracts - 10/20 (done)
    6. - SFK support packs - start 10/26 (dates require change) Questions regarding  system downtime and when the earliest we can start SF2 update. Can not begin until after open enrollment transports  are applied. Question for Julie is if Tuesday is an option? Unit testing would start on the 11/3. If we can not begin unit testing on 11/3 it would be prefered that we take time needed away from SIT.
  2. Unit Test - Waiting for team updates - decide how to use spreadsheet for logging results - All updates have been made to the exception list of 430+. Ken will make the changes to the consolidated spreadsheet. The plan will then be to split the list up by team for execution of the Unit test.
  3. Transports - We are currently in development freeze -
    1. - Critical transports
    2. - Synchronzed transports (i.e. Open Enrollment)
    3. - Pending transports - List?
  4. Developer Planning Meeting - Wai Ming - Status - Since there is only ONE day allocated for the MOD in SF3 and we are running a very tight schedule, we will NOT move any MOD to the Enhancement Framework in the Support Pack 2009 project.
  5. SAPbiz this week - Message regarding user participation in SIT

October 28, 2009 SAPbiz

Agenda

  1. Background
    • Why do we apply support packs? 
      • HR/Payroll year end support packs are released at this time each year and must be applied before the up coming year's Payroll run.
      • This is opportunity to bring other support pack levels up to date
        • SAP recommends that our support pack level be current
      • We become more efficient and more effective organization in testing
  2. Some Lessons Learned from 2008
  3. Teams, roles, responsibilities
    • Business Owners
      • GL Reporting, JV - Magdalene Lee
      • HR/Payroll - Scott Ball
      • HR/Benefits - Judy Raymond
      • Facilities - Lisa St. Croix
      • Stockroom - Tammy Doyle
      • EHS - Laurie Veal
      • Spons. Billing - Doug Levie
      • Gen AR - Donna Cairns
      • Cashiers - Cheryl Whelan
      • Property: Kevin Milligan
      • Fund Centers: Peggie McGrath
      • IST Telecom: Allan Wallace
      • Tech Review: Jim Coyle
      • AP - John Larkin
      • Procurement - Mary Bacci, John Doyle
      • eCAT - John Doyle
      • Travel - John Doyle, Paul Arsenault
      • SMART - Mary Bacci, John Larkin
      • OSP - Steve Dowdy
      • OBO - Rob Slauzis
  4. Schedule - Important Dates
    • Now - October - Plan, create master script catalog, improve test scripts, move pending work to production
    • 10/05/2009 - Last date to implement projects until freeze ends on 12/24/2009 (Except Open Enrollment & Union Structures)
    • 10/19/2009 - Production snapshot at end of day - will be used to refresh dev & test environments 
    • 10/22/2009 - Last date to implement support & enhancement changes until freeze ends on 12/24/2009
    • 11/03/2009 - 11/08/2009 Unit Test
    • 11/09/2009 - 11/22/2009 System Integration Test
    • 11/23/2009 - 12/09/2009 User Acceptance Test
    • 12/11/2009 - 12/13/2009 Golive Weekend
    • 12/24/2009   Development Freeze ends
  5. Transport Control Procedure
    • New Role of Transport Manager - John Tuttle
    • Support Pack related fixes follow support pack path  = SF2 > SH2 > PS1

    • Critical Transports for PS1 fixes = SF2 >SF5/SH1 > PS1 > [support pack path] 

      • Critical Transports require approval form each of the following 3 groups: Primary Business Owner, SAIS Admin & SAIS QA
    • RT tickets are sent to SAP:: Test Issues queue, email = saptest@help.mit.edu
  6. What next?
    • Verify the Business Process Owners List
    • Provide name of tester to your SAIS business support analyst
    • Log on to the Wiki - confirm that you have access and review your test cases
    • Provide names of those who need to be added to the SAPbiz distribution list 
  7. Questions?
    • Will the first day for post-freeze transports be rescheduled from  12/24 to 12/23 due to this year's extra holiday closing?
    • Will SIT schedule be segmented into specific date blocks to accommodate dual UAT end to end cycle testing?

November 2, 2009 Core Team

  1. Unit Test Schedule? - SF3 Upgrade will not complete until this evening & SF2 by tomorrow evening or Wednesday morning. - Impact?
    •  Update to SF3 should be completed tonight by 10:00pm.
    • SPAU - generate tonight. 
    • Tomorrow am.  Rich K. will apply SAP notes. Should take 2hrs
      • When can SPAU & action log activities begin? - Other prep. activities? (interfaces, queued data files, etc.)
        • Mods and SPAU also will start Tuesday a.m. and complete by 3:00 pm 
      • How many days are required for UNIT test / from where in the plan do we subtract the time?
        • The project plan's schedule can not be changed. We must complete unit testing by Monday 11/9.
        • SF2 will be available for testing on Wednesday by aproximatly 11:00 am
  2. Unit test execution SF2
    • SF3 was offered as an alternative environment to begin unit testing however the prep.(i.e. authorizations), results logging, and issue resolution were reasons to keep unit testing confined to one system.
    • SF2 update should be completed by late Tuesday or early Wednesday (8:00 a.m.)
    • A Check-in with the core team is scheduled for Tuesday at 3:00 to confirm we are on track.
    •  Wednesday a.m. activites for SF2:
      •  Transports from SPAU work, BSI transports ~1hr#* **{}The action log will be executed (1 - 2hrs)*
      •  Unit test start - 11am Wednesday (original scheduled to start Tue 8am - planned duration was 5 days has now been cut to 3 days)
        • Consolidated list will be split up by teams.  Each team will update their spreadsheet with Pass/Fail Results
        • Daily updates required - If updated spreadsheets can not be posted to the Wiki daily, a percentage complete should be communicated to the PM and the end of each day. Core team check-in meetings are scheduled for 3:00 PM. on Wed., Thur., & Fri this week. The plan is to test on Saturday unless status for each group is on target to completed on time without weekend testing.
        • Issues/Errors must be logged in the SAP:: Test Issues queue, email = saptest@help.mit.edu.
        • The spreadsheets will be the official test log - Results (pass/fail) and testers name must be filled in for completion of this test phase
  3. Time Sheets
    • There is a steering committee mtg this Wednesday
    • We need to stay current with our time allocated to this project
    • confirm that SAIS project team members have project related tasks assigned in Daptive
  4. Testers
    • SAIS should have their same authorizations in SF2. Let, Ken know if there are additional authorizations needed.
    • We are looking for the complete list of business testers for UAT and the names of those who would need to be unlocked for SIT.
  5. December 24th Institute holiday - was to be the 1st day for resuming normal transports. Can this change to the 23rd?
    •  Freeze will be lifted 12/29 due to institute closing on 12/24. Payroll pension 12/22, Weekly is 12/22 & Monthly 12/23 we will consider transports for the 22nd only if there is a pressing reason.

November 4, 2009 Steering Committee 9-10am W92-240 Riverside

  1. Delay in Development Systems Update - Additional enhancement packs and limited devolpment systems (memory) resources have resulted in a delay in having our devolpment system ready for Unit Testing.
    • Impact - Unit testing has been delayed by 3 1/2 days & it is expected that updates to the production system will require more than a weekend of production outage time.  (possibly Noon, Friday through 9AM Monday) 
    • Mitigation - Unit testing will begin immediatley following the SH2 update and overtime has been scheduled for testers. Key stakeholders are to be contacted regarding the likelihood of additional system downtime. Prerequisite changes to PS1 (such as kernel updates) can be applied the weekend before the go-live weekend. 
  2. Progress to date -
    • Test cases have been reviewed, modified and catalogued on the project Wiki.
    • Unit test master list has been completed, review and assigned members of the business teams .
    • Project Kick-offs with SAPbiz & SAIS extended team
    • Open enrollment post freeze transports successfully moved 
  3. Budget
  4. Risks & Issues
  5. Questions?

November 9, 2009 Core Team

  1. Unit Testing
    • Status?
    • Issues - Have all issues been logged? Count = 10? Can we catagorize and update status?
    • Transports? Are we okay to use zutreq?
  2. SH2 Status - Updates should complete by 9pm tonight 11/9
    • Post upgrade steps (Application Server Updates, ABAP load generations, Database actions, etc.) scheduled for when? completed by?
    • Warehouse Extracts - Tuesday morning estimated schedule?
    • Evaluation of time requirements for scheduling production updates -
  3. SIT - Schedule (was 11/10 - 11/22/09)
    • Preparation activitities
    • Initial testing and environment set-up - What tasks should be scheduled for 11/10?
    • of users to be unlocked
    • Test Case Catalogues and Results logging
  4. Action Log Update - tasks required for refreshed system v. non-refreshed

November  12, 2009 SAPbiz

  • Background
    • Why do we do this?  - "Because we have need to!"                                future slogan
      • HR/Payroll year end support packs are released at this time each year and must be applied before the up coming year's Payroll run.
      • This is opportunity to bring other support pack levels up to date
        • SAP recommends that our support pack level be current
      • We become more efficient and more effective organization in testing
    • What's new?
      • The addition of Enhancement Pack 4 & Basis Enhancement Pack 1
        • SAP's new approach to delivering new or enhanced functionality
        • Enhancement packs are a pre-requisite to new functionality - Enterprise Learning Product
        • Avoid having to do a separate project that would essentially douple the time, cost & effort
        • Risks & Mitigation
    • Lessons learned
      • Freeze date confusion - Production development freeze period (10/5/09 through 12/29/09)
        • December 24th Institute holiday - was to be the 1st day for resuming normal transports. Can this change to the 23rd?
        •  Freeze will be lifted 12/29 due to institute closing on 12/24. Payroll pension 12/22, Weekly is 12/22 & Monthly 12/23 we will consider transports for the 22nd only if there is a pressing reason
      • Communication - Wiki  https://ssit-docs.mit.edu/display/sapscripts/2009+Year+End+SAP+Support+Pack+Project
      • Project go-lives too close to freeze date
      • Test scripts & Test Plans
  • Progress to date:
    • SF2 Development Environment Support & Enhancement Packs were applied and pre-processing steps completed on 11/5/09
    • Unit Testing completed on 11/7/09 - Test was more extensive this year due to the inclusion of high activity transactions/programs
    • Issues - 16 logged issues   (status for all issues is either resolved or non-issue)
      • 2 severe - defect is to critical business process that impacts a majority of system users 
      • 5 high - defect is to critical business process that impacts a specific business area or function 
      • 2 medium -defect is to either a non-critical function or alternative processes exist 
      • 7 low - defect may not be attributed to support pack updates and/or can not be reproduced
    • SH2 SIT Environment has been updated as 11/10/09
      • A snapshot of production, as of 10/19/09 was applied to this environment 
      • Data warehouse extracts have been completed
      • Trial balance has been executed 
  • Schedule - Next Steps
    • Run Payroll
    • Unlock Testers
    • Begin SIT Testing

  •               November 2009                                                   

Monday

Tuesday

Wednesday

Thursday

Friday

2
SF2 UNIT TEST

3
SF2 UNIT TEST

4
SF2 UNIT TEST

5
SF2 UNIT TEST

6
SF2 UNIT TEST

9
SIT

10
SIT

11
HOLIDAY

12 <SAPbiz>
SIT    (smile)

13
SIT

16
SIT

17
SIT

18
SIT

19
SIT

20
SIT

23
UAT

24
UAT

25 <SAPbiz>
UAT

26
HOLIDAY

27
HOLIDAY

30    
UAT

 

 

 

 

December 
2009

Monday

Tuesday

Wednesday

Thursday

Friday

   

1
UAT               

2
UAT                

3
UAT                

4
UAT                

7
UAT

8
UAT             

9
UAT

10 (thumbs up)   (thumbs down)
Go / No Go     

11
PS1 DOWN    
 AT 6PM

14

PS1 UP AT ???

15

16

17

18

21

22

23

24

HOLIDAY

25

HOLIDAY

28 SH2 OPEN
FOR GENERAL
 TESTING

29

30

31
HOLIDAY

 

November  16, 2009 Core Team

  • Progress to date - FI Trial balance, Payroll run and period closing completed in SH2
  • Issues 2 issues reported by HR/Payroll
  • SIT Schedule
    • Closing schedule?
  • Test status reporting & Issue logging
  • Cut-over weekend downtime requirements and decisions

November  18, 2009 Steering Committee 4-5pm Downtown Crossing

  • Cut-over Weekend Panning
    • Background
      • Application of separate support and enhancement packs together represented a risk = more notes having to be applied over a 2 day weekend may be tight (this strategy has been employed at Lincoln Lab due to the benefit of lowering the cost of repeating this effort if note were applied at different times.)
      • More realistic projections for down time requirements have been determined after monotoring the actual update times in our staging, development and test environments.
    • System Support Pack Tasks*   *(Go-live plan)
      • In an effort to reduce the system down-time for the go-live week-end, tasks that can be run earlier or during uptime have be identifed and scheduled to take place the week before to go-live.  
    • Go-live Weekend Schedule (Calendar)
    • Business Concerns & Mitigation - The possibility of additional down-time during cut-over weekend has be presented to all the SAP business process owners directly as well as at our SAPbiz meeting on 11/12.  The concencus opinion is that if the system must be brought down for additional hours, that Friday is prefered over Monday.    
      • Payroll Timesheets
      • ESS Benefits - Enrollment Display
      • Facilities Work orders
    • Recommendation

November 23, 2009 Core Team

November 30, 2009 Core Team

December 7, 2009 Core Team

December 9, 2009 Steering Committee 9-10am W92-240 Riverside

Agenda:

  1. Go / No Go decision
  2. Golive plan 12/11-12/13
  3. Post-golive support plan 12/14

December 14, 2009 Core Team

Agenda:

  1. Production issue triage (if any)

January 11, 2010 Steering Committee 9:30-10:30 W92-240 Riverside

Agenda:

  1. Lessons Learned
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