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Note: For cutover plan - Benefits needs to have the DW Benefits extracts extracted for Friday, Dec 2, before the shutdown.  These files then need to be loaded into DW so Benefits can validate OE data during the weekend before data is sent to the vendors.

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Leslie's Year End

Cutover plan
33%

Pre-Update Schedule and Processes

  1. handler

    Send message to MIT-SAP community about upcoming SAP outage. (message at end of plan)

    Priority MEDIUM
    donovan@mit.edu
    Oct 19, 2011 11:54
  2. handler

    Wednesday, 11/23/2011 by 9AM (5 minutes). Post messages on insideMIT, SAPweb and ESS (Employee Self Service) web sites about upcoming SAP outage

    Priority MEDIUM
    donovan@mit.edu
    N/A
  3. handler

    testing bld gfsohjtoisht

    Priority MEDIUM
    donovan@mit.edu
    Oct 19, 2011 16:07


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Support Pack Application and Processes

  1. handler

    Update Firewall to restrict access to SAP gateway;send confirmation to R3-Admin when complete, cc fquern@mit.edu

    Priority MEDIUM
    donovan@mit.edu
    N/A

Task #

Date

Time

Action / Task

Person(s)
Responsible

Status




Pre-Update Schedule and Processes

 

 

 

 

 

Post messages on insideMIT, SAPweb and ESS (Employee Self Service) web sites about upcoming SAP outage.
(message can be found at end of this document)

 

 

 

 

 

 

 

 

 
Date
Time
Action / Task
Person(s)
Responsible
Status

Pre-Update Schedule and Processes

Thursday
12/2/10

√ By 9 AM
(5 Minutes)

Post messages on insideMIT, SAPweb and ESS (Employee Self Service) web sites about upcoming SAP outage.

(message can be found at end of this document)

Web-Tech
(JAD)

(tick)

Thursday
12/2/10

√ 12 PM

Send message to MIT-SAP community about upcoming SAP outage.
(message at end of this document)

Project Manager
(Frank Quern)

 

Thursday 12/2/10

√ 12 PM

Post message on SAPgui indicating upcoming SAP outage

R3-Admin
(R. Parker)

 

Friday
12/3/10

√ 11:00 AM

Cutover weekend planning meeting at SAPBiz-- NE49 Grand Cayman.

SAPBiz,
BPOs,
Admin Sys

 

Monday 12/6/2010

√ 12:00 PM

Steering Committee Meeting – review cut-over plan – NE49

Steering Committee

 

Wednesday
12/8/10

√ 6:30 AM

Switch ADS server pointing to production from J31 to J01.

R3-Admin
(R. Katkowski)

 


√ 10 AM- 12 PM
(noon)

SAP Upgrade Core/Action log team meeting to review the Production Cutover schedule and details, including action log and user support

Support Pack Action log Team,
Support Pack Core Team.

 


√ By 1 PM

Steering Committee, after final review of test results, Go/No-go decision

Steering Committee

 


√ 1 – 5 PM

SAP PI/ADS: Apply JSPM  Package/SPAM Package/SPS 7/SAP Kernel/Perform SGEN

R3-Admin
(R. Katkowski)

 

Thursday
12/9/10

√ 8 - 10 AM

SAP PI/ADS: Upgrade Oracle DB (Apply 10.2 patches/Install 11.2 software/Apply 11.2 patches)

R3-Admin
(R. Katkowski)

 


√ 10--11 AM

SAP PI/ADS: Convert Oracle Database

R3-Admin
(R. Katkowski)

 

Thursday
12/9/10

√ 9:00 AM

Email Steering Committee Go/No-go decision

Project Manager
( Frank Quern)

 

√ 2:00 – 3:00PM

Final review all issues in RT project queue, transport list, and web components.

R3-Admin /Core Team/ABAP Team/Web-Tech/BAs

 

√ By 4 PM

Schedule Pre & Post Trial Balance reports to be used by R3-Admin for controlled data comparisons.

VPF Finance
(B. Reeves)
Admin Systems
(B. Casey)

 

√ By 5 PM
(actual 11:30 PM)

R3-Admin email message
about system down time

R3-Admin
(R. Parker)

 

√ By 5 PM

Final Copy of the Production Update Schedule published and emailed.

Project Manager
(Frank Quern)

 

Friday
12/10/10

√ By 12 PM (noon)

Facility supervisors print out work lists as back up for Monday Morning

Facilities
(L. St. Croix)

 

√ By 12 PM (noon)
(3 Hours)

Reschedule (shift) DW batch jobs to Sunday night (10PM & 12AM).

DW 
(E. Zhitnikov)

 

√ By 4:30 PM

Suspend weekend MITSIS Grad Appointment Feed

Enterprise Appl. Admin
(K. Mullins)

 


√ By 5:45 PM

Workflow and JV Validation Reports

  • Workflow inbox report
  • JV Parked Documents Report

VPF
(Yan Jiang)

 


√ 5:35 PM
(5 Minutes)

Stop EDI Production Jobs (5 Minutes)

Tech Services
(E. Prudden)

 


√ 6 PM
(15 Minutes)

Shut down EDI application server (note: email sent to EDI partners earlier in the week notifying them of the shutdown window).

  • Run the push POs job
  • Shutdown the web server
  • Shutdown the application server

Enterprise Appl. Admin
(O. Wang)

 


√ 6 PM

Voice message update when system goes down (617-324-7468*)*

Project Manager
(F. Quern)

 


√ 6 PM

System Downtime Message (3 Down)

R3-Admin

 


√ 6 PM

Bring down application servers. Production Environment becomes unavailable to users (including SAPWeb, Self Service and ECAT).

R3-Admin

 

√ 6 PM
(5 Minutes)

Disable Gateways:
Enable “PS1 System Unavailable” redirect on SAPweb & Self Service/insideMIT web sites (including EHS specific message activating their manual reporting of injuries)

Web-Tech
(JAD)

 


√ 6 PM
(5 Minutes)

Suspend Drop-box processing.

Tech Services
(Wai-ming Li)

 


√ 6 PM
(30 Minutes)

OAS Upgrade Project intersection (switch over to OAS 10.1.3)

Web-Tech
(JAD)

 


√ 6 PM
(10 Minutes)

Deploy apr_supplements web application

Deploy the following two objects located on svn in the project insidemit:

  1. htdocs/dhtml/js/map/map.url.js
  2. htdocs/dhtml/js/src/mit/insidemit.js

Web-Tech
(JAD)

 


√ 6 – 8 PM

Validation Reports (Trial Balance) executed in SAP.

  • Ron notifies Becky Reeves via email cc fquern@mit.edu, rcasey@mit.edu, mcnlee@mit.edu that the reports are complete & downloaded.
  • VPF confirms the receipt of the Trial Balance Report.

R3-Admin
(R. Parker)
VPF
(B. Reeves)


 

√ 6 – 8 PM

Limited activity in PS1.

  • With the exception of the Data warehouse jobs (and the trial balances) shift the remaining time-scheduled non-infrastructure jobs to execute after the weekend cutover activities (after 6am on Monday
  • Users locked
  • Save WT info to internal SAP table

R3-Admin
(R. Parker)
(G. Petrowsky)

 

Support Pack Application and Processes


X 6 – 7 PM

Update Firewall to restrict access to SAP gateway; send confirmation to R3-Admin when complete, cc fquern@mit.edu


<ac:structured-macro ac:name="unmigrated-wiki-markup" ac:schema-version="1" ac:macro-id="8e26fa1b-6406-4f82-88ab-532151cdc84e"><ac:plain-text-body><![CDATA[[Deferred Until Post Support Packs]

R3-Admin
]]></ac:plain-text-body></ac:structured-macro>
(R. Parker)
Enterprise System Admin.
(N. Thaler)

 


√ 6 - 8 PM

SAP Portal: Upgrade Oracle DB (Apply 10.2 patches/Install 11.2 software/Apply 11.2 patches)

R3-Admin
(D. Nugent)

 

√ 8 – 9 PM

SAP Portal: Convert Oracle Database

R3-Admin
(D. Nugent)

 


√ 8 – 11PM

Backup PS1.

  • Bring down the SAP systems
  • Perform split mirror back-up

R3-Admin
(R. Parker)
Enterprise Storage & Backup
(D. Romnes)

 

Friday
12/10/10 – Saturday 12/11/10

√ 11 PM
-
12 PM
(noon)

SAP ERP: Execute support pack application (see detail cut-over project plan found on wiki in cutover section)

  • Email Notification to sap-upgrade-core@mit.edu from Ron Parker at the start of the support pack application
  • Email notifications to sap-upgrade-core@mit.edu by 12:00 midnight on Friday (12/10) and by 12:00 noon on Saturday (12/11) from Ron Parker.

R3-Admin

 

Saturday
12/11/2010

√ 12 PM --
2 PM

SAP Portal: Apply JSPM Package/SPS 7/SAP Kernel

R3-Admin
(D. Nugent)

 

 

√ 1 – 5 PM

Backup System (R-MAN)

R3-Admin
OIS

 


√ By 3 PM

Upgraded GuiXT scripts moved to Facilities Production Server

Facilities
(M. Sherman)

 

 

√ 4 PM

Conference Call Check-in
Core Team Check in at 4pm on Saturday (12/11/10) (use conference call 617-324-7520 line)

Project Manager
(Frank Quern)
Project Sponsor
(Bart Dahlstrom)
Core Team

 

 

√ 5 – 10 PM

Execute Oracle DB Upgrade (see detail cut-over project plan found on wiki in cutover section)

R3-Admin

 

 

√10 PM – 2 AM (Sunday)

Backup System (R-MAN)

R3-Admin
(R. Parker)
Enterprise Storage & Backup
(P. Whitney)

 


√ 10 PM -  1 AM (Sunday)
(2.5 Hours)

Generate DB Statistics
Complete ABAP Loads

R3-Admin

 

Sunday 12/12/10 (morning)

√ 1 – 3 AM

Transports Application (see detail cut-over project plan found on wiki in cutover section)

  • Email before transport application
  • Email after transport application is done





R3-Admin

 

Post Upgrade Schedule and Processes

Sunday
12/12/10

√  8 AM

Validation reports executed (trial balance reports)

  • R3-ADMIN notifies Becky Reeves via email with a copy to Frank Quern as soon as the trial balance is available for review
  • R3-ADMIN unlock BREEVES id in PS1
  • Becky notifies Frank Quern when validation of the trial balance report is complete.

R3-Admin
(R. Parker)
VPF Finance
(B. Reeves)

 

√ 10 AM

Unlock web-services ids in Production
JAD (Jim Dobrovic)
SML (Steve Landry)
SSELIGMA (Seth Seligman)
BKNOLL (Brian Knoll)

R3-Admin
(G. Petrowsky)

 


√ 10 - 11 AM
(1 Hour)

OAS Upgrade Project intersection (verify new OAS 10.1.3 is operational)

Web Services
(JAD)
(SML)
(SSELIGMA)
(BKNOLL)

 


√  By  11 AM
(5 Minutes)

Enable Gateways (SAPWeb/ESS)

Web-tech
(JAD)

 


√  By 11 AM
(5 Minutes)

Schedule EDI Job

  • Unlock ids
  • Schedule EDI Job
    <ac:structured-macro ac:name="unmigrated-wiki-markup" ac:schema-version="1" ac:macro-id="476d2499-5a61-4653-9da7-1e8cc6694801"><ac:plain-text-body><![CDATA[* Monitor first job released (on the ½ hr)[perform this task after task 50]

R3-Admin
]]></ac:plain-text-body></ac:structured-macro>
(G. Petrowski)
Tech Services
(E. Prudden)
(ZZLOGISBAT01)

 


√ By 11 AM

Turn on the EDI “gourmet-1” server
<ac:structured-macro ac:name="unmigrated-wiki-markup" ac:schema-version="1" ac:macro-id="0942a44c-41f2-4379-b1d7-1e057edf1395"><ac:plain-text-body><![CDATA[[perform this task before task 49]

Enterprise Appl. Admin
]]></ac:plain-text-body></ac:structured-macro>
(Olivia Wang)

 


√ By 11 AM

Email to ist-sap@mit.edu
  • List of transports applied and any related issues.
  • List of jobs shifted in PS1 during cutover | R3-Admin
    (R. Parker) | |


    √  By 11 AM

    Switch ADS server connection back from J01 to J31 (updated version)

    R3-Admin
    (R. Katkowski)

     


    √  11 AM
    (1 Hour)

    R3-Admin Action Log

    R3-Admin
    (All)

     

    √ 12 PM --
    2 PM

    • ADMIN SYS Action Log users unlocked
  • ADMIN SYS executes the PS1 Action Log / Validations and email steps completed to rest of the team (sap-action-log-team@mit.edu)
  • ADMIN SYS Extended Team reviews transport logs | R3-Admin
    (G. Petrowski)
    Action Log
    (Frank Quern)
    (R. Casey)
    (E. Wei)
    (J. Tuttle)
    (R. Parker) | |

    √ By 2 PM

    Update voice message whether Data Validation is on schedule.
    Email to SAP-Validation-team@mit.edu that the validation is to start on schedule

    Project Manager
    (Frank Quern)

     

    √ By 2 PM

    Unlock testers

    R3-Admin

     

    √ 2 PM --
    4 PM

    PS1 Data Validations & Transaction processing listed in section 3 below performed by designated users;
    SAPWeb and Self Service will be available for validation;
    All servers will be available.

    BPOs 
    Admin Sys BAs

     

    √ By 4 PM

    Coordinators for each area should send email to sap-validation-team@mit.edu at the completion of the validation notifying results

    BPOs 
    Admin Sys BAs
    R3-Admin

     

    √ 4 PM

    Conference Call Check-in
    Go/No Go conference call 617-324-7520 (Process owners, B. Dahlstrom, R. Parker, K. Lyons, Admin Sys Team Leads)

    Business Owners/
    Test Coordinators
    Sponsor
    (B. Dahlstrom)
    Tech Services
    (Kevin Lyons)
    Admin Sys  Team Leads
    IS&T Test Coordinators
    (K. Le Vie),
    (M. Donovan)

     

    √ After con call

    Send e-mail to (sapbiz, sap-upgrade-core, ist-sap@mit.edu,warehouse@mit.edu, Elena@mit.edu,) notifying results.

    Project Manager
    (Frank Quern)

     

    8PM – 12AM

    Data Warehouse Job Validation

  • Elena confirm job validation completion via email to sap-upgrade-core@mit.edu
  • Run extracts (10PM & 12AM) | DW
    (E. Zhitnikov) | |

    √ 8PM – 10PM

    Unlock users (Facilities, SMART)
    Unlock all users
    (R3-Admin notifies operations center at 3-1500).
    At end of unlock send message to web-tech@mit.edu, with a copy to ist-sap@mit.edu, update gateway messages.

    R3-Admin

     


    √ 10 PM
    Sunday
    (5 Minutes)

    Enable Drop box

    Tech Services
    (Wai-ming Li)

     


    √ 10 PM

    Execute ProCard from Bank of America Feed

    Tech Services
    (Eping Wei)

     

    Monday
    12/13/10

    √ 1:30 AM

    On Line back up of PS1

    R3-Admin
    (R. Parker)
    Enterprise Storage & Backup
    (P. Whitney)

     


    √ By 6 AM

    Update the 3-down web page & SAPgui message.

    R3-Admin
    (R. Parker)
    Project Manager
    (Frank Quern)

     

    √ By 6 AM

    Remove SAPweb, ESS and EHS messages

    Web Services
    (JAD)

     

    √ 6 AM

    Email notification to the MIT Community stating the update is completed and Production is available.

    Project Manager
    (Frank Quern)

     


    √ 9 AM

    Reinstate weekend MITSIS Grad Appointment Feed

    Enterprise Appl. Admin
    (K. Mullins)

     
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